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

  1. Open Outlook.
  2. Go to File > Info and click on the + Add account button at the top.
  3. Enter the email address of the shared mailbox, then click Connect.
  4. In the University of Otago log in box that appears, click the Sign in with another account link.

    Screenshot of Windows Security window showing location of sign in with another account link
  5. 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.
  6. In the Account successfully added box that appears, click Done.
  7. Restart Outlook.

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Opening a shared (role-based) mailbox in Outlook (for Office 2016) on the Virtual Desktop (Windows)

  1. Open Outlook.
  2. Go to File > Info and click on the + Add account button at the top.
  3. Enter your name, the email address of the shared mailbox, then enter your personal account's password and click Next.

    Screenshot of Add account setup window with fields to enter your name the email address of the shared mailbox and your password
  4. In the Microsoft Outlook box, tick the box next to Don't ask me about this website again and click Allow.

    Screenshot of Microsoft Outlook box asking to allow this website to configure the shared mailbox server settings
  5. In the Windows Security box that appears, click Use another account.

    Screenshot of Windows Security sign in box
  6. Enter your username in the format of registry\username or student\username and your password.
  7. Tick the box next to Remember my credentials and click OK.
  8. A University of Otago log in box may appear. If it does, click the Sign in with another account link.

    Screenshot of Windows Security window showing location of sign in with another account link
  9. Enter your email address in the format of username@registry.otago.ac.nz or username@student.otago.ac.nz, then click Next.
  10. Click Finish.

    Screenshot of account successfully configured message
  11. 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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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 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 or student\username and your password, then click Add Account.
      2. Click Done.
    • If it is an Microsoft 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) or username@student.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 or student\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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Opening a shared (role-based) mailbox via Outlook Microsoft365

  1. Log in to your StaffMail using your staff username and password.
  2. Click the circle with your initials in the top right corner.
  3. Click on Open another mailbox.
  4. 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:

  1. Log in to your StaffMail using your staff username and password.
  2. Right-click Folders in the panel on the left (just above inbox) and click Add shared folder.
  3. Enter the email address you have been granted shared access to and select it from the search results, then click Add.
  4. 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

  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:

Freephone 0800 80 80 98 (within New Zealand)
Tel +64 3 479 7000
Email askotago.it@otago.ac.nz

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Last updated 08/11/2021 09.23 AM

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