See the related answer for information about removing a role-based/generic mailbox

Accessing/adding a role-based/generic mailbox

Opening a shared role-based mailbox in Outlook on a Windows computer:

  1. Open Outlook.
  2. Go to File > Info and click on the + Add account button at the top.
  3. Enter the name and email address of the shared mailbox, then enter your personal account’s password and click Next.
  4. If a University of Otago login page appears, click Sign in with another account, enter your email address in the format of username@registry.otago.ac.nz and use your regular password.
  5. In the Windows Security box that appears click the Sign in with another account link.

    Windows Security window showing location of sign in with another account link
     
  6. Enter your username in the format of registry\username and your password.
  7. Tick the box next to Remember my credentials and click OK.
  8. In the Microsoft Outlook box, tick the box next to Don’t ask me about this website again and click Allow.
  9. Click Finish.
  10. 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:

  1. Open Outlook.
  2. In the top left corner of your screen, click Outlook > Preferences.
  3. Click Accounts.
  4. Click the + button in the bottom left corner of the Accounts window and select New Account.
  5. Enter the email address of the shared or role-based mailbox and click Continue.
  6. Sign in:
    • If it is an "on-prem" or legacy mailbox:
      1. Enter your username in the format of registry\username and your password, then click Add Account.
      2. Click Done.
    • If it is an Office 365 mailbox:
      1. Click Sign in with another account.
      2. Enter your email address in the format of username@registry.otago.ac.nz (e.g. bonja123@registry.otago.ac.nz) and click Next.
      3. Enter your password and click Sign In.
      4. In the Account Information window that appears, enter your username in the format of registry\username, and your password.
      5. Tick the box next to Remember this password in my keychain and click OK.
      6. Tick the box next to Always use my response for this server and click Allow.
      7. Click Done.
  7. 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.

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Adding the account as a Send From address:

Once you have added the email address, you will also need to add it to the "From" options in your emails:

  1. Create a new email.
  2. Open the Options tab.
  3. Click From in the Show Fields box. The From field should now show above the To field in your emails.
  4. Click the From button.
  5. Select Other Email.
  6. Enter the email address of the role-based account and click OK.

You will now be able to select this email account to use as the From address for any future emails. You can add multiple addresses, but you must be granted access to each account to successfully send from them.

Please note that when sending from a role-based account, your emails may be saved to your own Sent items folder. You can drag and drop emails from there to the Sent items folder of the role-based account if you wish.

Opening a shared role-based mailbox via Outlook Web App (OWA):

If your Staffmail account has been migrated to Office 365, you won't be able to access role-based mailboxes online. You’ll need to use the desktop version of Outlook.

  1. Log in to your StaffMail using your staff username and password.
  2. Click the drop-down arrow next to your name at the top right.
  3. Click on Open Other Mailbox.
  4. Enter the username or email address of the role-based account then click Open.

The mailbox will open in a new tab.

You can also add the shared role-based mailbox to your available email accounts in OWA:

  1. Log in to your StaffMail using your staff username and password.
  2. Right-click on your name at the left-hand side panel and choose Add shared folder... from the drop-down menu. Enter the email address you have been granted shared access to.
  3. The name and email address of the account will be displayed. Click Add to add this account to your mailbox list.
  4. The mailboxes you have access to will now be available in the left-hand panel. Click on the drop-down arrow beside the mailbox name to show all the folders in each mailbox.

Accessing a shared mailbox on iOS and Android:

Accessing shared mailboxes using iOS or Android is not currently supported unless both your Staffmail account and the shared account have been migrated to Office 365. If this is the case, you can access the shared mailbox as follows:

  1. In your Outlook app, tap the symbol in the top left (this is either a home symbol or a letter).
  2. Tap the + plus symbol on the left.
  3. Select Add Shared Mailbox.
  4. 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:

Tel +64 3 479 7000 or 0800 80 80 98
Email askotago.it@otago.ac.nz

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Last updated 16/04/2021 10.29 AM

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