Edith Cowan University Information Technology Services Centre
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- Elfrieda Mathews
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1 Introduction Many departments within ECU have shared mailboxes. Once you have been granted permission you will be able to access folders such as inbox, calendar and tasks for the shared mailbox. The following guide will provide you with instructions on how to add the mailbox to Outlook on your computer. Prerequisites Before you begin you will need to ensure that you: Are connected to the ECU network via a blue Ethernet cable. Have the name of the mailbox e.g. IT Service Desk Note: If you don t have the mailbox name, please contact your line manager who will be able to provide it to you. Have permission to access the shared mailbox. Note: If you don t have access, please contact your line manager to ensure you have been granted access to the shared mailbox. To check which Outlook version you re running? 1. Start Outlook. 2. On the Help menu, click About Microsoft Office Outlook. 3. Verify the version information and the build number to determine the version of Outlook that is installed on your computer. Instructions Microsoft Outlook 2007 o Sending a Mail Message o Removing a Shared Mailbox Microsoft Outlook 2010 o Sending a Mail Message o Removing a Shared Mailbox Apple Outlook 2011 o Sending a Mail Message o Removing a Shared Mailbox
2 Microsoft Outlook Open Outlook 2007, click Tools, and then Account Settings. 2. Select the tab, highlight your Exchange account and then click Change. 3. Click More Settings.
3 4. Select the Advanced tab, and then click Add. 5. Type in the name of the shared mailbox, and then click OK. Note: You can enter in the name of the shared mailbox i.e. IT Service Desk or the address i.e. you want to add 6. You will be returned to the More Settings window, click OK. 7. Click Next, and then Finish. 8. Click Close to close the Account Settings window. 9. After a short period of time the shared mailbox will appear in the mail folder list on the left side.
4 Sending a mail message 1. Click the New toolbox button to create a new mail message. 2. Select the Options tab and select From. 3. Click the From field of the new message, and then click Other Address. 4. Enter the name of the shared mailbox, and then click OK. 5. When creating a brand new message, be sure to specify the shared mailbox account as the sender on the From: line. Removing a shared mailbox 1. In Outlook 2007, click Tools, and then Account Settings. 2. Select the tab, highlight your Exchange account and then click Change. 3. Click More Settings. 4. Select the Advanced tab. 5. Select the mailbox in the list. 6. Click Remove, and then click OK.
5 Microsoft Outlook Open Outlook 2010, click Files, Info, Account Settings and then Account Settings. 2. Select the tab, highlight your Exchange account and then click Change. 3. Click More Settings.
6 4. Select the Advanced tab, and then click Add. 5. Type in the name of the shared mailbox, and then click OK. Note: You can enter in the name of the shared mailbox i.e. IT Service Desk or the address i.e. you want to add 6. You will be returned to the More Settings window, click OK. 7. Click Next, and then Finish. 8. Click Close to close the Account Settings window. 9. After a short period of time the shared mailbox will appear in the mail folder list on the left side.
7 Sending a mail message 1. Click the New toolbox button to create a new mail message. 2. Select the Options tab and select From. 3. Click the From field of the new message, and then click Other Address. 4. Enter the name of the shared mailbox, and then click OK. 5. When creating a brand new message, be sure to specify the shared mailbox account as the sender on the From: line. Removing a shared mailbox 1. In Outlook 2010, click Tools, and then Account Settings. 2. Select the tab, highlight your Exchange account and then click Change. 3. Click More Settings. 4. Select the Advanced tab. 5. Select the mailbox in the list 6. Click Remove, and then click OK.
8 Apple Outlook Open Outlook 2011, click Tools, and then Accounts. 2. Select your Exchange account, and then click Advanced.
9 3. Click the Delegates tab. In the section named People I am a delegate for, click + (Plus). 4. Type in the name of the shared mailbox in the search box. Select the shared mailbox you wish to add, and then click OK. 5. Click OK to close the accounts window.
10 Sending a mail message 1. Click the toolbox button to create a new mail message. 2. Click the drop down option on the right of the From field of the new message. Note: When creating a brand new message, be sure to specify the shared mailbox account as the sender on the From: line. Removing a shared mailbox 1. Open Outlook 2011, click Tools, and then Accounts. 2. Select your Exchange account, and then click Advanced. 3. Click the Delegates tab. 4. In the section named People I am a delegate for, select the shared mailbox, click - (minus), and then OK. 5. After a short period of time the shared mailbox will no longer appear in the mail folder list.
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