To add or remove users to or from a shared mailbox, the owner must submit a request to add/remove users to firstname.lastname@example.org. The request must include the Passport York username of each user being added/removed.
If you already have requested access a shared mailbox, you can view it by following the steps listed here.
- A shared mailbox is a term for a secondary account. These accounts are typically accessed by multiple people.
- Users who are granted access to a shared mailbox will see the shared account below their primary account when they log in to Outlook.
The table below explains the differences between Primary and Secondary accounts:
|Account Features||Primary Account (Personal Email)||Secondary Account (Shared Mailbox)|
|Login directly to O365||Yes (Passport York authenticated)||No (users with permissions can access the shared mail via their personal account. Must be on O365)|
|Mailbox size||100 GB||50 GB|
|Archive mail (no quota)||Yes||No|
|Granting access||User can delegate access to other users||User must submit a ticket requesting access|
|Delegation features||Users can provide folder-level access, and granular calendar access (view/edit access)||Only users with full access permissions can provide shared mailboxes multi-level or granular access to folders and calendars|
|Send As / Send on Behalf of||Yes||Yes|
|Auto-reply||Can be set by primary users||Can be set by primary users through the Outlook Web App|
|Group membership||Can be added as a member to all group types||Can be added as a member of a distribution list but not a security group|
|Accessible via Mobile Client||Yes. Can be accessed via IOS/Android client, and can have multiple accounts attached||Can be accessed via IOS/Android client, and can have multiple accounts attached|
|Outlook desktop configuration impact||Yes. If multiple accounts are configured, may become temporarily unstable||Yes. During the adding process, the Outlook client freezes temporarily. Normal function will restore automatically shortly after|
|Mail sent from account||By default, stored in the user’s personal Sent Folder, but by request (via ticket) sent mail can be stored in a delegate’s sent folder||By default, sent mail is stored in the sender’s personal Sent Folder, but by request (via ticket) sent mail can be stored in the shared mailbox’s sent folder|
|Account Type||Requires a PY account associated with the owner||A secondary account is generally used by a department or for a course|
|Granted York Services||Yes||Central Web and Shared Mailbox services only|
For instructions on setting an automatic reply for a shared mailbox, click here!
- Windows Desktop: To add a shared mailbox using the Windows Outlook desktop client, click here!
- Mac Desktop: To add a shared mailbox using the Mac Outlook desktop client, click here!
- Web: To add a shared mailbox using the Outlook web client, click here!
- Mobile: To add a shared mailbox using the Outlook mobile app, click here!