- From the main menu ribbon select: File, Account Settings, Account Settings
- Select your account and click Change - If you have more than one email listed, you may have to check the email that does not have the "(send from this account by default)" message beside it, in order to show the "Add..." option in step 4
- Click on More Settings
- Go to the Advanced tab, click Add
- Type the name of the generic account and click OK
- Close the remaining dialog boxes
- The mailbox will appear in your list of accounts in Outlook
Note: To add a shared mailbox it is necessary to have both of the following:
(i) a security group that grants “Send-as” and full access permissions to all folders of the shared mailbox
(ii) 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.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
Windows Outlook
- Open Outlook. Click on the “File” tab near the top-left corner of the window, and then click the “Add Account” button.
- Type in the email address of the shared mailbox and then click the “Connect” button.
- Click “Exchange” at the Advanced setup window.
- Click the “More choices” text towards the lower-left corner of the Windows Security prompt window.
- Click “Use a different account”
- Type in <<your user id>>@uwaterloo.ca in the DOMAIN\username or email field and type in your WatIAM password in the password field. Check the box for “Remember my credentials” and then click “OK.”
- A message that the account was successfully added will appear. Click the “Done” button to close the window.
- Close Outlook – wait about 10 seconds – then launch Outlook.
- Be patient when you restart Outlook. Email messages, folders and calendar appointments in the shared mailbox will require time to download from the server.
- The next time you click on the New Email button, you will have the option to send from the shared mailbox or from your own account.
- Try sending a test message from the shared mailbox to ensure the account is working properly.
Note: Outlook for Windows defaults to download only the last 12 months of email into its Offline Cache when an account is added. To download ALL email messages to make the viewing and searching of older email messages faster complete the following steps…
- Click on the “File” tab near the top-left corner of the window, then click the “Account Settings” button, and then click “Account Settings…” from the drop-down menu list.
- Double-click on the shared mailbox near the middle of the window to edit the account settings.
- Drag the slider for “Download email for the past:” from near the middle of the window to the far right to set it at “All” then click on the “Next” button at bottom-right.
- A prompt stating “Account successfully updated. You need to restart Outlook for these changes to take effect” will appear. Click the “Done” button at the bottom of the page, and then close the Account Settings window.
- You don’t need to Restart Outlook immediately, but delay opening Outlook for several seconds after it is closed.
Info Note: To add a shared mailbox it is necessary to have both of the following:
(i) a security group that grants “Send-as” and full access permissions to all folders of the shared mailbox
(ii) 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.Related articles
Filter by label (Content by label) showLabels false max 5 spaces ISTKB showSpace false sort modified reverse true type page cql label - Open Outlook. Click on the “File” tab near the top-left corner of the window, and then click the “Add Account” button.
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kb-how-to-article Page Properties hidden true Related issues Info icon false title Need Help? Contact the IST Service Desk at helpdesk@uwaterloo.ca or 519-888-4567 ext. 44357.