This article covers how student employees, staff, and faculty can access a shared mailbox in Office 365, Outlook (Windows and Mac), and Apple Mail.  With a shared mailbox, users with access can view the content and send messages from its email address. Resource numbers can be found by searching the email address or display name in the Global Address Book on Outlook (top right of the dashboard).  Select the Global Address List to search rather than the Offline Global Address List. 

Note

If you cannot access your shared resource, you should ensure that you have proper access to the resource. You can confirm or request access by contacting the Technology Support Center.  The mailbox will be added to your current UConn account and not accessed through the email address directly with a separate password.

Office 365 Web Access

To access Office 365,

  1. Go to email.uconn.edu and click on the orange Office 365 button.
  2. Log in to your own mailbox using the appropriate credentials (email address and NetID password for faculty / staff, or student work account with its corresponding password for student employees).
  3. Select Outlook.
  4. Click the profile icon /initials / avatar at the top right of the screen.
  5. In the drop down, select Open Another Mailbox…

  6. Enter the email address, the Global Address List display name, or the resource number to open a shared mailbox. Click on the shared mailbox in the list so that it is selected.
  7. Click Open. The shared mailbox will now open in a new window.

Outlook for Windows

Opening a Mailbox

To open a mailbox,

  1. Log in with the appropriate credentials.
  2. Click File on the top left.
  3. Click on Account Settings
  4. Select Account Settings.
  5. Under the Email tab, select your email address.
  6. Click Change…
  7. In the new window, select More Settings.
  8. In the new window, navigate to the Advanced tab.
  9. Click Add... 
  10. Type the email address or resource number.
  11. Click OK.
  12. Click Apply. Outlook will become unresponsive after this. This is normal.
    1. Wait 5-10 minutes for Outlook become responsive again.
    2. Close out of any dialog boxes thereafter.

For more information on shared mailboxes in Outlook for Windows, review the article, Accessing a Shared Mailbox in Outlook on Windows

Opening a Shared Mailbox in Office 365 New Look

To open a shared mailbox, 

  1. Click on File.
    1. Click on Add account 
    2. Add the Shared Mailbox account name. 
    3. Click on Connect.
  2. When the Windows Security box pops up change the Shared Email to your personal email.
  3. Enter your NetID password.
  4. Check off the Remember my credentials checkbox. A box will appear, indicating that the account was successfully added.
  5. Click Done. As long as you do not have multiple accounts, the Mailbox will be downloaded to Outlook once you do so.
     

    When configured using the steps detailed above, items sent from the shared resource will automatically go to the Sent folder of the shared mailbox.

Outlook for MacOS

To access a shared resource in Outlook for MacOS,

  1. Log in with the appropriate credentials.
  2. Navigate to File. 
  3. Click Open. 
  4. Select Other User’s Folder…
  5. Enter an email address, display name, or resource number in the search box.
  6. Select Folder Type for either Inbox or Calendar.

Apple Mail for Mac (on Apple Devices only)

Configuring a Mailbox

Note

 This feature is only available for the default Apple Mail application and not the Microsoft Outlook mobile application.

To open a mailbox, 

  1. Navigate to the Settings app on your Apple device.
  2. Select Accounts & Passwords.
  3. Click Add Account.
  4. For the type of account, select Other from the bottom of the list.
  5. Select Add Mail Account.
  6. Enter in the name of the shared mailbox, the email address of the shared mailbox, and your email password.
  7. Click Next.
  8. Select IMAP at the top of the screen that appears.
  9. Enter the incoming mail server host name: outlook.office365.com
  10. In the Username field, enter your email account/the shared mailbox’s name, using the following format:
    first.last@uconn.edu/shared@uconn.edu
  11. For student workers, set up your work emails. Examples of acceptable work email address formats are listed below:
    • student1234@ad.uconn.edu
    • netidwork@uconn.edu
  12. In the Password field, enter your personal email password.
  13. Enter the Outgoing Mail Server.
  14. Enter the Host Name as smtp.office365.com
  15. Enter your email (using the first.last@uconn.edu format) for the Username. 
  16. Enter your Password.