How to Access Mail in a Shared Mailbox?
Space City Tres Dias uses Shared Mailboxes for position@spacecitytd.org email addresses:
- Officers (President, Vice President, Treasurer, Recording Secretary, Corresponding Secretary)
- Board Committees (PreWeekend, Fourth Day, Scholarship, Palanca, Weekend Couple, Webmaster, IT, Mail)
Shared Mailboxes are accessed from the Board Member’s personal @spacecitytd.org user account.
For security reasons, shared email addresses may not be forward to external domains.
New Outlook (Desktop)
Add the mailbox
After the IT Committee has added you as a member of a shared mailbox, close and then restart new Outlook. The shared mailbox should automatically display in your Folder pane.
What if it didn’t work?
If you were recently added to a shared mailbox, it may take a few minutes before the shared mailbox appears. Wait a bit and then close and restart the new Outlook again. Or, add the shared box manually.
Select Mail from the navigation pane in new Outlook.
In the Folder pane, right-click your Space City Tres Dias account name, and select Add shared folder or mailbox.
Find the mailbox in the folder pane
In the folder pane on the left, locate the Shared with me folder. Select the folder to expand it. Your shared mailbox is a subfolder under Shared with me. When you select the name of the shared mailbox there, it will expand to show the standard email folders, such as Inbox, Drafts, and Sent Items.
Send mail from the shared mailbox
Select Mail from the navigation pane in new Outlook for Windows.
On the Home tab, select New > Mail.
If you don’t see the From field at the top of your message (next to Send), on the Options tab, select Show From.
Select From in the message and change to the shared email address. If you don’t see your shared email address, choose Other email address and then type in the shared email address.
Finish typing your message, then choose Send.
From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list.
Whenever you send a message from a shared mailbox, your recipients only see the shared email address in the message.
Reply to mail from the shared mailbox
Open new Outlook for Windows.
Open the email message you want to reply to.
In the From field at the top of your message, you should see the name of your shared mailbox. If you don’t, choose the From dropdown box and choose your shared mailbox.
Finish typing your message, then choose Send.
When you want to send a message from your shared mailbox, the address will be available in your From drop down list.
Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.
Search on the shared mailbox
Once a shared mailbox is added to new Outlook, searching within it is similar to searching on a primary mailbox.
Open new Outlook for Windows.
Select a folder within the shared mailbox in the folder pane.
In the Search box at the top of the Outlook window, type the query you want to use for searching, then press Enter.
The message list will show results based on the search from that selected folder in the shared mailbox.
Outlook on the Web
Add the shared mailbox
If you want to monitor the email from your primary mailbox and the shared mailbox at the same time, use this method. After you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook on the web.
Sign in to your account in Outlook on the web.
For Exchange Online mailboxes, right-click Folders in the left navigation pane, and then choose Add shared folder or mailbox. For Exchange on-premises mailboxes, right-click the name of your primary mailbox (such as Molly Dempsey) in the left navigation pane, and then choose Add shared folder or mailbox.
In the Add shared folder dialog box, type the name of the shared mailbox you are a member of, such as info@contoso.com.
The shared mailbox displays in your Folder list in Outlook on the web. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then select Remove shared folder.
Receive notifications
To receive notifications of new messages in the Inbox of a shared mailbox, you must open the shared mailbox in a separate browser window.
Open the shared mailbox in a separate browser window
Use this method if you want to view and manage the email for the shared mailbox in its own browser window. This method also lets you receive notifications of new items in the Inbox of the shared mailbox.
Sign in to your account in Outlook on the web.
On the Outlook on the web navigation bar, select your name. A list appears.
Select Open another mailbox.
Type the email address of the other mailbox that you want to open, and then select Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox
Send emai from the shared mailbox
Choose New mail above the folder list. A new message form opens in the reading pane.
At the top of the message, choose
This option shows you that the people who receive the email message will see it comes from the shared mailbox and not from your own email account.
The first time you use the shared mailbox, you need to add the address to the options available in the From drop-down list:
Right-click the From address and choose Remove.
Type the shared address. The next time you reply from the shared mailbox, its address will appear as an option in the From drop-down list.
To add recipients, type the name of anyone who is in your contacts folder or organization’s address list, or type the email address in the To or Cc box. The first time you enter a person’s name, Outlook on the web searches for that person’s address. In the future, the name is cached so it resolves quickly.
Type a subject.
Type the message you want to send.
When your message is ready to go, select Send.
