SH - HT - Outlook - Accessing and Adding a Mailbox
SH - HT - Outlook - Accessing and Adding a Mailbox
Audience: Olema Employees
Prerequisites: You must have access to a mailbox to add it. This access may have been assigned to you by IT or delegated to you by an owner of the mailbox.
Description: This guide will show you how to access the mailbox directly via OWA or manually add a mailbox in Outlook to your primary address. Instructions are included for the Outlook Web App, Outlook for Windows, and Outlook for Mac to add the mailbox to your primary address. Please refer to the section for the version of Outlook that you are using.
Open and use a shared mailbox in Outlook (Quick Access)
Open the shared mailbox in a separate browser window
Use this method if you want to view and manage the email for the shared mailbox in its own browser window. This method also lets you receive notifications of new items in the Inbox of the shared mailbox.
Sign in to your account in Outlook on the web.
On the Outlook on the web navigation bar, click your name. A list appears.
Click Open another mailbox.
Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.
Adding Mailbox Procedure:
Outlook Web App
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In your web browser, log into Okta at https://olema.okta.com.
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Click the Microsoft Office 365 Mail tile. Outlook will open.
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Select the Mail icon
if it is not already selected.
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On the lefthand side, above your Inbox, you should see Folders.
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Right-click on Folders and select Add shared folder.
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Search for the name of the mailbox. If it is a person’s mailbox, such as a former employee’s, search for their name. (In this example, the person is “Test User.”)
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Click on the name in the search results.
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With the name selected, click Add.
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The shared mailbox will be added, under your list of Folders.
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Click the arrow to the left of the mailbox name to expand it and see its Inbox, Sent Items, etc.
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The mailbox has been added. If you use the Outlook application (not in your browser), close and reopen the application and the shared mailbox should be added there as well.
Outlook for Windows
1. Close and reopen Outlook. The mailbox that you have been given access to should automatically appear in your list of folders on the left-hand side.
2. If the mailbox does not appear automatically, please contact the IT service desk at 1-866-653-6248.
Outlook for MacOS
1. Open Outlook on your Macbook.
2. Click Tools, select Accounts, then select your Olema account.
3. Highlight your account then click the plus (+) button at the bottom left of the prompt and select "Open Shared mailbox..."
4. From the search field in the new prompt, type in the complete email address for the shared mailbox address until it appears in the list below. Click on the mailbox from the list below, then click Add.
5. You will now see the mailbox listed in your Outlook Desktop app.
6. You are all Done! The mailbox will now be accessible.
If you have any questions about this process, please contact the IT service desk at helpdesk@olema.com or call 1-866-OLEMA-IT (1-866-653-6248).