[Office 365] How to Access a Shared Mailbox

The University offers Office 365 Shared Mailboxes. In order to have a shared mailbox created for Office 365 please visit http://help.unc.edu/servicedesk (you can either submit an Online Help Request , Chat, or call to request an Office 365 Shared Mailbox be created. Please read below on how to access the Office Shared Mailbox via Outlook Web Application (OWA), Outlook Desktop Clients, and Mobile Devices (iPhone/iPad (iOS)  and Android).

**PLEASE NOTE: The University is in the process of migrating from an on-premise Exchange environment to Office 365. During this process the University will be working in a hybrid state and you will not be able to access a resource living in a different environment than your email/calendar lives.**

How to Access Shared Mailboxes with:

Outlook Web Application (OWA)

Option 1

Mailbox name: dept-prefix_mailbox.smb (example:  its_mailbox.smb

  1. Navigate to https://outlook.office365.com/owa/mailbox.smb@ad.unc.edu (substituting the shared mailbox for ‘mailbox’) or https://outlook.office365.com/owa/emailaddress (name@unc.edu).
  2. Enter your onyen@ad.unc.edu for the username and onyen password when prompted.
  3. After login, you will be working in the shared mailbox.

Option 2

  1. Log in to Outlook Web Application (https://heelmail.unc.edu) with your own credentials.
  2. Select the drop-down link displaying your name or icon at the top of right of the window.
  3. In the drop-down, select Open Another Mailbox in this window, enter the name of the shared mailbox.
  4. A new window will open and you will be working in the shared mailbox.

Outlook 2010, 2013, and 2016

While logged in to Outlook select File Tab and click on the Account Settings drop down list. Select Account Settings.

  1. In the Account Settings window highlight your Microsoft Exchange account and select Change.
  2. In the Change E-mail Account window select the More Settings button.
  3. Navigate to the Advanced tab.
  4. In the ‘Open these additional mailboxes’ display select the ‘Add’ button.
  5. Enter the name of the shared mailbox and select OK.
  6. Select OK again and close all previous windows.
  7. You will now have a permanent link to the shared mailbox in your mail folder hierarchy.

Outlook 2011 and 2016

Outlook 2011

  1. While logged in to Outlook select Tools and then Accounts.
  2. In the Accounts window highlight your Microsoft Exchange account and select Advanced.
  3. In the Advanced window select the Delegates tab.
  4. Navigate to the People I am delegate for section.
  5. Click Add or + button.
  6. In the Select Users search field, enter the name of the shared mailbox and then click Find.
  7. Highlight the mailbox name then click OK and OK to close all previous windows.
  8. You will now have a permanent link to the shared mailbox in your mail folder hierarchy.

Outlook 2016

  1. While logged in to Outlook select Tools and then Accounts.
  2. In the Accounts window highlight your Microsoft Exchange account and select Advanced.
  3. In the Advanced window select the Delegates tab.
  4. Navigate to the People I am delegate for section.
  5. Click Add or + button.
  6. In the Choose a Person search field, enter the name of the shared mailbox.
  7. Highlight the mailbox name then click Add and OK to close all previous windows.
  8. You will now have a permanent link to the shared mailbox in your mail folder hierarchy.

Apple Mail Client

  1. Within your IMAP client add a new mail account
  2. Choose the server type as Other for IMAP.
  3. For the Description field enter the shared mailbox name (or the name you would like to display when an email is sent from this account).
  4. For the Host Name enter outlook.office365.com
  5. For User Name enter onyen@ad.unc.edu/sharedmailbox_name.smb. If you are unsure of the name of the shared mailbox, contact your local tech support.
  6. For Password enter your own onyen password
  7. For the SMTP enter the address as smtp.office365.com
    • Host Name: smtp.office365.com
    • User Name: onyen@ad.unc.edu
    • Password:  Your onyen password
    • Use SSL:  Slide to turn on
    • Authentication: Password
    • Server Port:  587

Outlook App

  1. Within your IMAP client add a new mail account by going to Settings > Add account.
  2. Select Add an email account.
  3. Choose IMAP.
  4. Select Show Advanced Settings.
  5. For email address enter the SMTP email address for the shared mailbox.
  6. For password enter your own onyen password.
  7. Enter a Display Name, this can be anything you choose.
  8. Set incoming mail server (IMAP Server)  to outlook.office365.com
  9. For username enter onyen@ad.unc.edu/sharedmailbox_name.smb. If you are unsure of the name of the shared mailbox, contact your local tech support.
  10. For IMAP password enter your own onyen password.
  11. For the SMTP enter the address as smtp.office365.com
  • Host Name: smtp.office365.com:587
  • User Name: onyen@ad.unc.edu
  • Password:  Your onyen password

Email App

  1. Within your IMAP client add a new mail account by going to Settings > Add account.
  2. For email address enter the SMTP email address for the shared mailbox.
  3. For password enter your own onyen password.
  4. Select account type IMAP.
  5. For username enter onyen@ad.unc.edu/sharedmailbox_name.smb. If you are unsure of the name of the shared mailbox, contact your local tech support.
  6. Set incoming mail server (IMAP Server)  to outlook.office365.com
  7. Set connection security to SSL/TLS using port 993
  8. For the SMTP enter the address as smtp.office365.com

    • Host Name: smtp.office365.com
    • User Name: onyen@ad.unc.edu
    • Password:  Your onyen password
    • Use TLS:  TLS (Accept all certificates)
    • Server Port:  587
  9. For the Description field enter the shared mailbox name (or the name you would like to display when an email is sent from this account)

Outlook App

  1. Within your IMAP client add a new mail account by going to Settings > Add account.
  2. Select Add an email account.
  3. Choose IMAP.
  4. For email address enter the SMTP email address for the shared mailbox.
  5. For password enter your own onyen password.
  6. Enter a Display Name, this can be anything you choose.
  7. Select Show Advanced Settings.
  8. Set incoming mail server (IMAP Server)  to outlook.office365.com
  9. For username enter onyen@ad.unc.edu/sharedmailbox_name.smb. If you are unsure of the name of the shared mailbox, contact your local tech support.
  10. For IMAP password enter your own onyen password.
  11. For the SMTP enter the address as smtp.office365.com
  • Host Name: smtp.office365.com:587
  • User Name: onyen@ad.unc.edu
  • Password:  Your onyen password
Don’t See Your Question Here?
Check out UNC’s Office 365 Migration site. There are a lot of resources to help you become familiar with Office 365.

Check out Microsoft’s FAQs for Office 365 (https://support.office.com/). Microsoft also has some great training videos you can watch to become familiar with using Office 365 applications. Please visit the Office Training Center.