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Note: To add a shared mailbox it is necessary to have all of the following:

  • A security group that grants “Send-as” and full access permissions to all folders of the shared mailbox (Your department IT support can help to have you added to a security group.)

  • Your account must be a member of the mailbox security group as your account requires permission to the shared mailbox for authentication using your own credentials.

  • Permissions on Windows Nexus computers become effective the next time you log onto the machine after the mailbox permission change has been made. You may need to sign out from your Nexus account on the machine and then sign back in again before you will be able to add the account and access the mailbox.

Contact IST Service Desk if your account does not meet the above requirements. IST Service Desk's contact information can be found at the bottom of this page.

Step-by-step guide

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On this page:

  • Instructions for Connect Shared Mailboxes

  • Instructions for O365 Shared Mailboxes

Instructions for Connect Shared Mailboxes

  1. Open Outlook. Click on the File tab near the top-left corner of the window, and then click the Add Account button.

  2. Type in the email address of the shared mailbox and then click the Connect button.

  3. Click Exchange at the Advanced setup window.

  4. Click the More choices text towards the lower-left corner of the Windows Security prompt window.

  5. Click Use a different account

  6. In the next screen:

    1. the first text box enter your 8-character username @uwaterloo.ca (e.g. j25rober@uwaterloo.ca)

    2. and type in your password in the second text box

    3. Check the box for “Remember my credentials” and then click OK.

  7. A message that the account was successfully added will appear. Click the Done button to close the window.

  8. Close Outlook – wait about 10 seconds – then launch Outlook.

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To ensure that the shared account is working properly, try sending a test message.

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Instructions for O365 Shared Mailboxes

  1. Open Outlook. Click on the File tab near the top-left corner of the window, and then click the Add Account button.

  2. Type in the email address (sharedmailbox@uwaterloo.ca) then click the Connect button.

  3. Click Office 365 at the Advanced setup window.

  4. If you see “University of Waterloo” log in window with shared email address, go back to enter your own credentials.

  5. Click the More choices text towards the lower-left corner of the Windows Security prompt window.

How to download all email messages

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