If your team uses a shared mailbox to send and receive emails, you can add it to your side bar in Outlook.

A shared mailbox can be used by multiple people at once. The mailbox has its own Inbox, Draft and Sent Items folders, which can be used by anyone with access to the mailbox.

To add an shared mailbox to your Outlook, follow the instructions for your operating system, or for the Outlook Web App in the my.UQ dashboard.

If you're a School Manager or team leader, you can also request a new shared mailbox for your team.

Outlook 365

  1. Open Outlook.
  2. Click the 'File' tab and select 'Account Settings' then 'Account Settings'.
  3. Enter the email address you want to add, then click 'Connect'.
  4. Select 'Microsoft 365'.
  5. Login with your UQ username and password on the UQ Authenticate screen.
  6. When 'Account successfully added' appears, click 'Done'.
  7. Close and reopen Outlook and the shared mailbox should now appear.

Outlook 2016

  1. Make sure all Outlook windows are closed.
  2. On your desktop, click the 'Start' button and type 'Control Panel'. Click the Control Panel when it appears.
  3. From the Control Panel, click 'Mail' and then click the 'Email Accounts' button.
  4. Under the 'Email' tab, click 'New...'
  5. Enter the email address used for the shared mailbox into the 'E-mail Address' field. Click 'Next'.
  6. If the Single Sign-on screen appears during the set-up process, enter your UQ account username and password and click 'Login'.
  7. When 'Congratulations!' message appears click 'Finish'.
  8. Open your copy of Outlook. The shared mailbox should now appear.

These instructions are for Outlook for Mac on macOS only. They will not work on iPhone or iPad.

  1. Open Outlook.
  2. Go to the 'Tools' menu at the very top of your screen and select 'Accounts'.
  3. Click the plus (+) button located under the side bar and then click 'New Account'.
  4. Enter the email address used for the shared mailbox. Click 'Continue'.
  5. Close the UQ Authenticate screen.
  6. Select 'Not Office 365' at the top right of the email setup window.
  7. Select 'Exchange'.
  8. Enter your UQ account username in the 'DOMAINusername' field, using the format username@uq.edu.au. For example, uqjblog3@uq.edu.au.
  9. Enter your UQ password.
  10. Leave the Server field blank.
  11. Click 'Add Account'.
  12. Tick 'Always use my response for this server' and click 'Allow'.
  13. Login with your UQ username and password if the UQ Authenticate screen appears.
  14. Click 'Done' to finish.

There are two ways to access a shared mailbox in the Outlook Web App:

Option 1 — in the same tab

  1. Log in to the my.UQ dashboard and click 'Email'.
  2. Right-click on 'Folders' on the left menu, then select 'Open shared folder'.
  3. Enter the email address used for the shared mailbox.
  4. Click 'Add'.

The shared mailbox will appear below your mailbox and will remain there until you wish to remove it.

Option 2 — in a separate tab

  1. Log in to the my.UQ dashboard and click 'Email'.
  2. Click on the grey circle with your initials in it (in the top right-hand corner on a desktop screen).
  3. Select 'Open another mailbox' then enter the email address used for the shared mailbox.
  4. Click 'Open'.

The shared mailbox will open in a new tab. You'll need to follow these instructions every time you want to access a shared mailbox in a separate tab.

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