CALS - Add a Shared Exchange Mailbox to Outlook 2019


Introduction

These instructions will show you how to add a shared Exchange mailbox (typically a VT PACE account) to Outlook 2019. It will appear in Outlook as another mailbox alongside any existing accounts.

Notes

Once added, you will be able to send emails from a PACE account (ex. aghelp@vt.edu). Adding another user’s mailbox to your Outlook view can be done but your usage of the mailbox will depend on the permission that user has given to you: see Sharing Versus Delegating Email, Calendar, or Folder in Outlook

Prerequisites

You must have permission to the mailbox. For a PACE account, the Ag Help Desk will setup those permissions. For a user’s mailbox, the individual user must give you permission: see Sharing an Exchange Folder in Outlook for Windows.


Instructions




Windows

1. In Outlook, click File in the top menu bar.
2. Click the Account Settings button and then click Account Settings...

Outlook Account Settings button

3. Make sure you are on the Email tab and click New

Account Settings window: Click New...

4. Type the name of the email account you are trying to add in the box and click Advanced Settings
Put a check next to: Let me set up my account manually

Then click Connect.
Add email address

5. Choose Microsoft 365

Choose Microsoft 365


6. In the next box, remove the pre-filled information and enter your own account information (your_PID@vt.edu) and your Hokies password. Click Sign in, then complete the Duo 2-Factor Authentication.

Enter your account credentials

7. Click OK and then click Close

8. The shared mailbox should appear on the left-hand side of Outlook underneath your personal email folder (you may need to scroll down or minimize your account folders.) If this is not the case, you may need to close and reopen Outlook for the changes to take effect.




Mac

1. In Outlook, click Outlook in the top menu bar and select Preferences.

Outlook Preferences


2. Click on Accounts

Accounts

3. In the bottom left-hand corner select the + button and select New Account

Add Account

4. Type the name of the email account you are trying to add in the box and click Continue.

Type in Account Name

5. In the next box, remove the pre-filled information and enter your own account information (your_PID@vt.edu) and your Hokies password. Click Sign in, then complete the Duo 2-Factor Authentication.

Enter your account credentials

7. Click Done

8. The shared mailbox should appear on the left-hand side of Outlook underneath your personal email folder (you may need to scroll down or minimize your account folders.) If this is not the case, you may need to close and reopen Outlook for the changes to take effect.




(Optional) Access the shared mailbox through Microsoft 365

1. Navigate to the URL https://outlook.office.com and sign in with your Hokies account if prompted.

2. Click on your profile picture in the upper right, and choose Open Another Mailbox

3. Type in <resource account address>@vt.edu and click OK.