To open a shared role-based mailbox in Outlook on a Windows computer

  1. Go to File > Info and click on the Account Settings button.
  2. Go down to Account Settings... in the drop-down list.
  3. Select your mailbox by clicking on it once, then choose Change from the options above.
  4. Click on the More Settings... button on the lower right.
  5. Click on the Advanced tab, then the Add button.
  6. Enter either the email address or the username for the role-based account.
  7. Click OK.

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.

To open a shared role-based mailbox in Outlook on a Mac computer

  1. Click Outlook in the top left corner of your screen, then Preferences.
  2. Click on the Accounts button and ensure that your personal staff email account is selected.
  3. Click on Advanced.
  4. Go to the Delegates tab.
  5. Under “Open these additional mailboxes” click the + sign.
  6. Search for the email address of the role-based account and select it from the result list by clicking it once, then click Add.
  7. Click OK.

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.

To add 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.

To open a shared role-based mailbox via Outlook Web App (OWA)

If your Staffmail account has been migrated to Office 365, you wont 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.

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

Last updated 21/10/2020 10.27 AM

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