Microsoft 365 Shared Mailbox Migration Instructions

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.

Note: Access to shared mailboxes will continue to be managed as they were before the migration to M365 (no change). Any security groups used for access are now synchronized to M365.

Included on this page

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

Open

Step 2: Configure your shared mailbox in your email client

Web client/browser

To access your shared account via a web browser

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:

      Open

      

       

   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

Thunderbird

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

1. Remove the shared mailbox

   1. In Mac mail, choose Accounts under the Mail menu item
      
      

       

   2. This will bring up the list of Accounts

      1. Choose the shared mailbox account you want to delete

      2. Click on the “-” button in the bottom left of the window

          

   3. Clicking on the “-” button list brings up this dialog box

      1. Clicking on the Remove From All button will remove the mailbox from all the Macs that have it, that are linked to your iCloud account

         
         
         

2. Accessing your Shared Mailbox in M365

   1. Apple mail does not allow access to M365 Shared Mailboxes. To access your M365 Shared Mailbox, see the instructions above on how to use a web browser or Outlook for the Mac.

Mobile Clients

The following instructions will assist you in adding your M365 shared mailbox on iPhone and Android.

iPhone – Outlook

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

Android - Outlook

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

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