Access a shared mailbox

In this Article

Brief

A shared mailbox makes it easy for groups of people to monitor and send emails from a single email address, such as my.mailbox@essex.ac.uk, and share a calendar.

Shared mailboxes have one or more owners, and they control who can access the shared mailbox. Before you can access a shared mailbox, an owner must add you as a member. You can check with the IT Helpdesk if you don’t know who the mailbox owners are.

Requesting Access

To request access to a shared mailbox, you will need to speak with your line manager as they will either have access or should know who does. They can then use the below instructions to add you to the delegated group associated with the shared mailbox.

Add a Shared Mailbox to Outlook

To add a shared mailbox to your Outlook client, please follow the below-linked instructions.

Providing Access Shared Mailbox Owners

If you need to add and remove people from a shared mailbox you manage, this can be done via your Delegated Groups.

1. Navigate to Delegated Groups

2. Click on the group you wish to manage

   1. The one associated with your mailbox

   2. Naming should be similar to the mailbox name

3. To remove members, tick the radio button next to their name and click Remove

4. To add members, type their usernames into the Add Members field and click Add

Changing Ownership

Ownership of a shared mailbox and it’s associated delegated group should be arranged and transferred in then event that an owner is leaving the team. This is the responsibility of the Department and should be part of the leaver process.

1. Navigate to Delegated Groups

2. Click on the group you wish to manage

3. Click View Owners and Group Information

   1. You must be an owner of the group

4. To Add or Remove members, enter their usernames into the relevant text field and click Add or Remove

❗ Unknown Ownership

In the event that your team is unaware of the ownership on the shared mailbox, you will need to contact the IT Helpdesk who can check for you.

Need IT Support?

Contact the IT Helpdesk via our Customer Portal or via Live Chat or Telephone using the links below.