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IST is migrating shared mailboxes from the on-premises (“on-prem”) Exchange environment to the Microsoft 365 cloud environment. The following instructions will assist you in configuring your email client to access your shared mailbox in M365.

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Note

These instructions apply to M365 email account holders (i.e., your @uwaterloo.ca email account has moved to M365). If your personal Waterloo email account has not migrated to M365, please contact your IT support staff for assistance.

Included on this page

How to configure your shared mailbox in desktop clients

How to configure mobile mail clients

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Step 1. Check to see if your shared mailbox migration is complete

  1. Check the on-premises Exchange URL to see if you can still log in to the shared mailbox.

    1. Go to https://connect.uwaterloo.ca/owa/sharedaccount@uwaterloo.ca (Change "sharedaccount" in the URL to be the username of the shared account)

    2. If you log on and can see your shared mailbox email, you have not migrated yet

    3. If you see a message similar to the one below, your shared mailbox has been migrated

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  1. Use the following URL: https://outlook.office.com/mail/sharedaccount@uwaterloo.ca/ (where “sharedaccount” is the username of the account)

  2. Log in with your personal username@uwaterloo.ca and password

You can also add your shared account to your other folders via https//microsoft365.com (see Adding a shared mailbox in Outlook online (web browser) - Instructions for M365 Shared Mailboxes)

Outlook – Windows

  1. Remove shared mailbox

    1. In Outlook (Windows), click on File, and then click the Account Settings drop down, and select the Account Settings option

    2. In the Account Settings box, click the account you wish to remove, and click the Remove button

    3. If you do not see your shared mailbox as described above, you can also check for it as follows:

      1. In the Account Settings box (File/Account Settings/Account Settings), double-click your account

      2. Click More Settings

      3. Click the Advanced tab

      4. In the Open these additional mailboxes select the shared mailbox and click Remove

      5. If it does not appear here either, then the shared mailbox is configured to be available in Outlook automatically; simply restart Outlook once you have verified the shared mailbox migrated to M365 (in Step 1 above)

    4. Exit Outlook and start it again

  2. Re-add shared mailbox

    1. Please refer to the article Adding a shared mailbox to Outlook for Windows - Instructions for M365 Shared Mailboxes

Outlook – Mac

  1. Remove the on-premises shared mailbox

    1. In Outlook, click Mail in the bottom-left corner of the window:

    2. Right-click (or Control Click) the shared mailbox to be removed in the folders pane on the left side of the window. Select Remove Shared Account

    3. Restart Outlook

  2. Re-add shared mailbox

    1. Please refer to the article Adding a shared mailbox to Outlook for the Mac - Instructions for M365 Shared Mailboxes

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  1. Remove shared mailbox

    1. Thunderbird menu: Tools > Account Settings. (Note: If you cannot see the Thunderbird menu, press the Alt key or F10 key on your keyboard to show the menu)

    2. Select the account you want to remove on the left side

    3. Click the Account Actions button on the bottom left and choose, Remove Account

    4. Click the OK button on the bottom left of the Account Settings Window

    5. Quit Thunderbird, then start it again

  2. Re-add shared mailbox

    1. Please refer to the article Adding a shared mailbox to Thunderbird - Instructions for M365 Shared Mailboxes

Apple mail

Note

Important note: after your shared mailbox has been migrated to M365, you will need to use a web browser or Outlook on the Mac to access your shared mailbox

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Add a shared mailbox to Outlook mobile - Outlook for Android (microsoft.com)

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Need help?

Contact your IST Account Rep or the IST Service Desk online or 519-888-4567 ext. 44357.

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