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

  • “Send-as” and/or full access permissions to all folders of the shared mailbox

  • Your own username requires permission to the shared mailbox. You will login using your own credentials. (Your department IT support can help you request access.)

  • M365 shared mailboxes are cloud hosted. It takes about an hour for the permission updates to sync to the Microsoft email servers before you will be able to add a shared mailbox.

  • 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 log out from your Nexus account on the machine and then log in again to add the account and access the mailbox.

Contact IST Service Desk if your account does not meet the above requirements.

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 For more information, please also see the article Working with Generic and Shared Mailboxes

Info

NOTE: If you are using new Outlook please follow this steps: https://uwaterloo.atlassian.net/wiki/spaces/ISTKB/pages/43898929265/Adding+M365+Shared+Mailbox+in+New+Outlook+that+is+shared+with+you#Adding-a-shared-mailbox-to-new-Outlook

Adding a shared mailbox to Outlook (Classic)

  1. Open Outlook (Classic).

  2. Click on the File tab in the ribbon.

  3. Click on the + Add Account button.

  4. Type the 8-character username of the shared mailbox @uwaterloo.ca (i.e. sharenam@uwaterloo.ca), then click Connect button.

  5. Click the Back button at the window prompting you to type the password for the shared mailbox email address. Do not enter a password here as you will use your own credentials for authentication (as described in #6) .

  6. Edit the username to match your own 8-character username@uwaterloo.ca* (i.e. myuserna@uwaterloo.ca), then click the Next button.
    *Be sure to use your own username@uwaterloo.ca and not a friendly email address.

  7. Enter your password and then click the Sign in button.

  8. Complete the DUO 2-Factor Authentication.

  9. Click the Done button.

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  1. Close the Accounts Settings window and then close the Outlook desktop app. Wait about 5-10 seconds and then open the application.

  2. To access the Shared Mailbox folders; scroll down the folder navigation list (the left column of the Outlook window) to locate the account that was added. Click on the arrow at the left of the account name to expand the folder list.

To send email:

  1. In the compose message window, click From menu and pick Other Email Address.

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  1. Type in the address, ex. sharedemail@uwaterloo.ca and click ok.

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Notes:

  • The mailbox folders and contents can take an hour or two to appear if your permission to access the shared mailbox was added on the same day when you add the shared mailbox to Outlook.

  • Sent messages from this shared mailbox will be saved in the Shared Mailboxes' Sent folder

Key Reasons to disable offline caches:

  • Ensures Outlook works in real-time ("Working Online") with the email server.

  • This is crucial for shared mailboxes to avoid delays in syncing changes.:

  • Prevents duplicate email responses since message statuses (e.g., read/unread) are updated immediately.

  • Avoids calendar conflicts and lost edits due to syncing delays when multiple users make changes.

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