Adding a shared mailbox to your Outlook
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 require access to a shared mailbox, please submit an IT request and include:
- the mailbox email address
- approval from your manager.
If you're a School Manager or Team Leader, you can also request a new shared mailbox for your team.
Outlook 365
If you are using the 'new Outlook', you should revert back to 'old Outlook' if you are working with shared mailboxes to avoid any issues.
- In Outlook, click the 'File' tab and select 'Add Account'.
- Enter the mailbox username in the 'Email address' field using the format username@uq.edu.au (e.g. uqmailb@uq.edu.au).
- Click 'Connect'.
- Login with your UQ username and password on the UQ Authenticate screen.
- When 'Account successfully added' appears, click 'Done'.
- Close and reopen Outlook and the shared mailbox should now appear.
Outlook 2016
- Make sure all Outlook windows are closed.
- On your desktop, click the 'Start' button and type 'Control Panel'. Click the Control Panel when it appears.
- From the Control Panel, click 'Mail' and then click the 'Email Accounts' button.
- Under the 'Email' tab, click 'New...'
- Enter the email address used for the shared mailbox into the 'E-mail Address' field. Click 'Next'.
- If the Single Sign-on screen appears during the set-up process, enter your UQ account username and password and click 'Login'.
- When 'Congratulations!' message appears click 'Finish'.
- Open your copy of Outlook. The shared mailbox should now appear.
Outlook 365
If you are using the 'new Outlook', you should revert back to 'old Outlook' if you are working with shared mailboxes to avoid any issues.
- In Outlook, click the 'Outlook' menu on the top left of the screen, then select 'Settings'.
- Select 'Accounts'.
- Click 'Advanced'.
- Select 'Delegates'.
- Under 'Open these additional mailboxes', click the plus '+' button.
- Enter the email address of the shared mailbox. Select the mailbox from the search list, then click 'Add'.
- Click 'OK'.
Outlook for iOS
- Open the Outlook app.
- Tap the profile icon on the top left.
- Tap the add account icon, then select 'Add Shared Mailbox'.
- Enter the email address of the shared mailbox, then tap 'Add Shared Mailbox'.
Shared mailboxes and calendars are not supported on the Mail app.
- Open the Outlook app.
- Tap the profile icon on the top left.
- Tap the add account icon, then select 'Add Shared Mailbox'.
- Enter the email address of the shared mailbox, then tap 'Add Shared Mailbox'.
There are two ways to access a shared mailbox in the Outlook Web App:
Option 1 — in the same tab
- Log in to the my.UQ dashboard and click 'Email'.
- Right-click on 'Folders' on the left menu, then select 'Open shared folder'.
- Enter the email address used for the shared mailbox.
- 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
- Log in to the my.UQ dashboard and click 'Email'.
- Click on the grey circle with your initials in it (in the top right-hand corner on a desktop screen).
- Select 'Open another mailbox' then enter the email address used for the shared mailbox.
- 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.