How to access shared mailboxes
Access and send from Nexus365 mailboxes shared with you
How to access a shared mailbox
Outlook
A shared mailbox can be set to display automatically, or be accessed in Outlook (not new Outlook) in the following different ways. However, a mailbox should not be added to Outlook in multiple ways at the same time.
Add as an account (any mailbox)
- In Outlook (not new Outlook), select File > Account Settings > Account Settings... > New...
- Provide the mailbox's email address
- When prompted for credentials, replace email address with your username in the format abcd1234@ox.ac.uk and your single sign-on (SSO) password
- Provide any necessary confirmations, then restart Outlook.
Map to an existing account (small mailbox)
- In Outlook (not new Outlook), select File > Account Settings > Account Settings...
- Highlight your email address.
- Select Change... > More Settings
- Select the Advanced tab > Add...
- Provide the mailbox email address, then OK
Other email applications
For other email applications, you can access the account using its single sign-on (SSO) and password in the same way as for personal mailboxes.
How to send mail from a shared mailbox
Outlook
- Start to compose or reply to an email
- If the From field is not displayed, select Options > Show From button
- Select the From button to select an alternate sending addresses
If the alternate address is not displayed:
- Select the From button > Other E-mail Address... > From...
- Change the Address Book to Global Address List
- Locate and add the email address using the Search field
How to access a shared mailbox
Outlook
- Select Tools > Accounts
- Select the account that has access to the shared mailbox
- Outlook: Select Delegation and Sharing > Shared With Me tab
Legacy Outlook: Select Advanced... > Delegates - For the Open these additional mailboxes section, select +
- Provide the name or email address of the mailbox, then Add
Other email applications
For other email applications, you can access the account using its single sign-on (SSO) and password in the same way as for personal mailboxes.
How to send mail from a shared mailbox
Outlook
- Start to compose or reply to an email
- If the From field is not displayed, select the top right double chevron icon
- Select the chevron icon next to the from address to display the alternate sending addresses
How to access a shared mailbox
Outlook
- Open the Outlook app
- Select the top left Outlook icon
- Select the envelope plus icon
- Select Add a shared mailbox
- Type the email address of the mailbox to open
Other email applications
For other email applications, you can access the account using its single sign-on (SSO) and password in the same way as for personal mailboxes.
How to send mail from a shared mailbox
Outlook
- Add the shared mailbox
- Click on the top left Outlook icon, switch to the account, then send the message
- or -
When composing a message, click on the default email address and select another
How to access a shared mailbox
Outlook
- Open the Outlook app
- Select the top left Outlook icon
- Select the envelope plus icon
- Select Add a shared mailbox
- Type the email address of the mailbox to open
Other email applications
For other email applications, you can access the account using its single sign-on (SSO) and password in the same way as for personal mailboxes.
How to send mail from a shared mailbox
Outlook
- Add the shared mailbox
- Click on the top left Outlook icon, switch to the account, then send the message
- or -
When composing a message, click on the default email address and select another
How to access a shared mailbox
Access the mailbox directly or from a shared folder in your own mailbox.
Direct access
- In a web browser, go to Outlook on the web
- Sign in using your SSO username in the format abcd1234@ox.ac.uk and SSO password
- Select your picture or initials in the upper-right corner
- Select Open another mailbox
- Type the name or email address of the mailbox to open
- Select the mailbox, then Open
Alternatively, in a web browser go to https://outlook.office.com/example@unit.ox.ac.uk (substituting the correct email address).
Add the mailbox as a shared folder
- In a web browser, go to Outlook on the web
- Sign in using your SSO username in the format abcd1234@ox.ac.uk and SSO password
- In the column containing mailbox folders, right click on Folders
- Select Add shared folder
- Type the name or email address of the mailbox to add
- Select the mailbox, then Add
How to send mail from a shared mailbox
- Start to compose or reply to an email
- If From information does not show next to the Send button, select > Compose and reply > Always show From
- Select next to the From address to select an alternate sending address
- If the alternate address is not displayed, select Other email address... then type in the address
Microsoft also provide details on how to access and use shared mailboxes.
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