See the related answer for information about removing a shared (role-based) mailbox
Opening a shared (role-based) mailbox in Outlook (for Microsoft 365) on a Windows computer
- Open Outlook.
- Go to File > Info and click on the + Add account button at the top.
- Enter the email address of the shared mailbox, then click Connect.
- In the University of Otago log in box that appears, click the Sign in with another account link.
- Enter your email address in the format of username@registry.otago.ac.nz or username@student.otago.ac.nz, click Next and enter your regular password, click Sign in.
- In the Account successfully added box that appears, click Done.
- Restart Outlook.
Opening a shared (role-based) mailbox in Outlook (for Office 2016) on the Virtual Desktop (Windows)
- Open Outlook.
- Go to File > Info and click on the + Add account button at the top.
- Enter your name, the email address of the shared mailbox, then enter your personal account's password and click Next.
- In the Microsoft Outlook box, tick the box next to Don't ask me about this website again and click Allow.
- In the Windows Security box that appears, click Use another account.
- Enter your username in the format of registry\username or student\username and your password.
- Tick the box next to Remember my credentials and click OK.
- A University of Otago log in box may appear. If it does, click the Sign in with another account link.
- Enter your email address in the format of username@registry.otago.ac.nz or username@student.otago.ac.nz, then click Next.
- Click Finish.
- Restart Outlook.
If you get a message that you do not have permission to access the mailbox, you may have to restart your computer if you haven't done this since the account was set up.
Opening a shared (role-based) mailbox in Outlook on a macOS computer
- Open Outlook.
- In the top left corner of your screen, click Outlook > Preferences.
- Click Accounts.
- Click the + button in the bottom left corner of the Accounts window and select New Account.
- Enter the email address of the shared mailbox and click Continue.
- Sign in:
- If it is an "on-prem" or legacy mailbox:
- Enter your username in the format of registry\username or student\username and your password, then click Add Account.
- Click Done.
- If it is an Microsoft 365 mailbox:
- Click Sign in with another account.
- Enter your email address in the format of username@registry.otago.ac.nz (e.g. bonja123@registry.otago.ac.nz) or username@student.otago.ac.nz and click Next.
- Enter your password and click Sign In.
- In the Account Information window that appears, enter your username in the format of registry\username or student\username, and your password.
- Tick the box next to Remember this password in my keychain and click OK.
- Tick the box next to Always use my response for this server and click Allow.
- Click Done.
- If it is an "on-prem" or legacy mailbox:
- Restart Outlook.
If you get a message that you do not have permission to access the mailbox, you may have to restart your computer if you haven't done this since the account was set up.
Opening a shared (role-based) mailbox via Outlook Microsoft365
- Log in to your StaffMail using your staff username and password.
- Click the circle with your initials in the top right corner.
- Click on Open another mailbox.
- Enter the email address of the account then click Open.
The mailbox will open in a new tab.
You can also add the shared mailbox to your available email accounts in OWA:
- Log in to your StaffMail using your staff username and password.
- Right-click Folders in the panel on the left (just above inbox) and click Add shared folder.
- Enter the email address you have been granted shared access to and select it from the search results, then click Add.
- The mailbox will now be available in the panel on the left, below all of the regular folders for your account. Click on the drop-down arrow beside the mailbox name to show all the folders in the mailbox.
Accessing a shared (role-based) mailbox on iOS and Android
- In your Outlook app, tap the symbol in the top left (this is either a home symbol or a letter).
- Tap the + plus symbol on the left.
- Select Add Shared Mailbox.
- Enter the email address of the shared mailbox and tap the Add Shared Mailbox button.
Contact AskOtago if you have any issues setting up access to a shared mailbox:
Freephone 0800 80 80 98 (within New Zealand)
Tel +64 3 479 7000
Email askotago.it@otago.ac.nz