Purpose
The purpose of this article is to provide step-by-step instructions for accessing a Shared Exchange Mailbox (SEM) using Outlook on Windows, Mac, and the Outlook Web App.
Target Audience
Prerequisites
Description
There are several ways to access a shared mailbox once permission has been granted. The steps below will show how to access the SEM in Legacy Outlook (Mac and PC), New Outlook (Mac and PC), and Outlook Web App.
Resolution or Procedure Steps
Click to expand the topics below
Add SEM to Legacy Outlook on PC
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Open Outlook
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Click File in the top left of the screen
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Click Add Account
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Enter the Shared mailbox's email address
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When prompted for a password at the Okta password window, click "Back to sign in"
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Enter your Vanderbilt email address and password
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Once the account is added you will need to close and open Outlook to show the new mailbox
Add SEM to New Outlook on PC
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Open New Outlook
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Click the Settings button (Gear Icon) in the upper right-hand corner of the page
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Click Accounts
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Click Shared with me
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Click Add
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Search the name of the SEM and click Continue
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Restart Outlook and the mailbox will show up under your mailbox in the navigation pane
Add SEM to Legacy Outlook on Mac
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Open Outlook
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Click on "Outlook" in the menu bar at the top of the screen, next to the Apple logo
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Click Settings
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Click the Accounts icon
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At the bottom of the Accounts window, click the plus (+) sign button and select "New Account" from the drop down menu
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In the prompt, type the email address of the Shared Email Mailbox you wish to add, then click "Continue"
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When prompted for a password at the Okta password window, click "Back to sign in"
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Enter your Vanderbilt email address and password
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Click "Done" to complete the setup
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The SEM should now show up in your list of accounts
Add SEM to New Outlook on Mac
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Open Outlook
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Click "File"
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Click Open
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Click Shared Mailbox
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Search the name of the Shared Mailbox and click "Add"
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The system will verify if the account has permissions to add the mailbox and, if so, it will now appear within the left side pane of Outlook
Open an SEM in the Outlook Web App (Faculty/Staff/Students)
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Log in to Outlook Web Application using your Vanderbilt email and password
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Click on your initials/profile picture in the upper right-hand corner of the page
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Select "Open another mailbox"
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Enter the shared mailbox email address
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Click Open and it will open the mailbox in another tab
Common Issues/Troubleshooting
Additional Information
Shared Exchange Mailboxes should never be added to the Outlook mobile app or any other phone app. If you need to access the SEM on your phone please do so using OWA.