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Shared Mailboxes in Web Outlook

See the main Shared Mailbox page for details on how to request access or use the mailbox with Outlook on Windows and Macintosh.

Instructions below are for CUMC email users on Web Outlook.
  • Full Access on the Shared Mailbox lets the user Open the Shared Mailbox in Outlook to view its messages, folders, calendar, etc. While they can create, edit and delete items in the account, they cannot send messages from its address unless they also have "Send As" access.
  • Send As allows individuals to send from the shared mailbox's email address. They cannot open the mailbox or view its messages, calendar etc. unless they have also been added as a delegate or been granted full access.
Opening a Shared Mailbox in Web Outlook
Once you have been given Full Access to a Shared Mailbox in the CUMC email system, you can open and use it while logged in to Web Outlook under your own CUMC email account.

Open (temporarily) in a separate browser window
To permanently show the Shared Mailbox below your own mailbox folders in Web Outlook please use instructions further below.
  1. Log in to Web Outlook using your own CUMC email account.
  2. Click on your name (or CUMC email address) in the upper right corner.
  3. My accounts - Open another mailbox... link
  4. Select the Open another mailbox... link.
  5. An Open another mailbox field will appear, type in the full name of the shared mailbox. If Web Outlook prompts with the correct mailbox address, you can click on it to select.
    Open another mailbox field
    NOTE: Though other addresses may be listed for selecting, they cannot be opened if you do not already have Full Access for the mailbox. An error will appear when you attempt to open it.
  6. Click Open. A new browser window will launch for the Shared Mailbox account. Your own account will remain open in the original window. Be sure to log out of Web Outlook and close all open browser windows when done.
Add the Shared Mailbox under your own folder list
Follow these steps to always show the Shared Mailbox when logged in to Web Outlook.
  1. Log in to Web Outlook using your own CUMC email account.
  2. Right-click on your main Mailbox heading (typically your full name or CUMC email address) in the Folder list at the left.
  3. Add shared folder link
  4. An Add shared folder field will appear, type in the full name of the shared mailbox. If Web Outlook prompts with the correct mailbox address, you can click on it to select.
    NOTE: Though other addresses may be selected, they cannot be opened if you do not already have Full Access for that mailbox. An error will appear when you attempt to open it.
  5. Click Add. The shared mailbox heading will appear under your own mailbox folders in the left. Click on it to show sub-folders; it may take a few moments after being added to display them.
  6. The shared mailbox folders will remain in Web Outlook whenever you are logged in.
    If you'd like to stop them from displaying in the future, simply right-click on the mailbox heading and select Remove.
Send As Using Web Outlook
Individuals who have been given "Send As" access to a Shared Mailbox can create and send messages from the mailbox's address.
  • You must know the name of the shared mailbox, and have been given "Send As" access. If you do not know these please check with the person in your department who manages the mailbox or placed the request.
  • Since access to a shared mailbox is tied to your own CUMC email account, you will not need a separate password or login for it.
  • A copy of the sent message will be stored in both your own Sent folder and the Shared Mailbox's Sent folder.
  1. Log in to Web Outlook using your own CUMC email account.
  2. Select New - Email message near the top of the window to open a new message.
  3. New link in Web Outlook
  4. Look for a From field near the top of the message window. If you see it, skip to step 4.
    If not, select the ellipsis ... near the top of the message, then Show From.
  5. New message showing the From field
    To have Web Outlook to always show the From field please see the bottom of this page.
  6. The From field defaults to your CUMC email or name. Right-click on it, then select Remove from the menu that appears.
  7. Remove in a pop up menu
  8. Type the Shared Mailbox's full address in the blank From field. If Web Outlook prompts with the correct mailbox address, you can click on it to select.
  9. From drop down menu
    NOTE: Though other addresses may appear and can be added to the From field, the message cannot be sent if you do not already have Send As access for the mailbox account. An error will appear when you attempt to send.
  10. The Shared Mailbox address will now show in the From field. Compose and send the message as desired.
Web Outlook From drop down menu in new message
Web Outlook will remember addresses you've successfully used on the computer/browser so it can be selected more quickly in the future. In a new message window, simply click on From (it should show a drop-down arrow) and select from the list that appears.


Set Web Outlook to Always Show the From Field
  1. While logged in to Web Outlook mail, Select the settings (gear) icon in the upper right corner.
  2. Select the Mail link near the bottom of the Settings list that appears.
  3. An Options list will appear in the far left. Select Message format under the Mail - Layout headings.
  4. Web Outlook's Mail - Layout option to Always show From
    Web Outlook's Mail - Layout option to Always show From (click to enlarge)

  5. Check the option to Always show From, then click Save.
  6. Click the Options heading in the upper left to return to the main Web Outlook screen.

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Last updated 11/13/2017