Adding a shared mailbox to Outlook (Classic)
- Ariel Chan
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. (ETIS can help you request access.)
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 ETIS if your account does not meet the above requirements.
Determining if you are using Outlook (classic) or Outlook (new)
You can figure out whether you are using Outlook Classic or Outlook New by the task bar on the top of the window. Classic will have a File tab, while New will not.
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If you’re using Outlook New, please follow the instructions for adding a shared mailbox to Outlook (New) instead.
Adding a shared mailbox to Outlook
Open Outlook Classic.
Click on the File tab in the ribbon near the top of the window.
Click on the + Add Account button (This button is located in the Info tab, and is titled Account Information).
Type the 8-character username of the shared mailbox @uwaterloo.ca, then click the Connect button.
Click the Back button at the window prompting you to type the password for the shared mailbox email address.
Edit the username to match your own 8-character username email (ex. username@uwaterloo.ca) then click the Next button.
Enter your password and then click the Sign in button.
Complete the DUO 2-Factor Authentication.
Click the Done button.
10. Quit/close the Outlook app and then relaunch to access the mailbox.
Disable the Offline Cache for the Shared Mailbox
It is important to disable offline cache if you added a shared mailbox in Outlook to have real-time synchronization with the email server. This prevents duplicate responses and calendar conflicts.
How to disable offline Cache:
Click the File tab at upper-left of the Outlook window.
Click Account Settings to open a drop-down menu, and then click Account Settings….
In the new pop-up window, navigate the the Email tab. Then, double-click on the shared mailbox email address.
Uncheck Use Cached Exchange Mode to download email to an Outlook data file.
Click Next.
On the new window, click Done.
Close all Outlook windows. Restarting Outlook is needed to allow the application to apply the changes.
If you have technical issues, Please submit a request to the ETIS Jira Queue. If you need help after hours or on the weekends, contact IST Service Desk.