Shared Mailbox/Calendar & Distribution Lists (DL)

Shared Mailboxes can be utilised for a number of reasons:

  • a central/single email address for people to contact a team/group
  • an owner(s) has control over whom can access and use the Shared Mailbox
  • multiple people can be given access to monitor the mailbox
  • people can be given permission to send from the mailbox so all correspondence remains in the Shared Mailbox

Shared Calendar can be utilised for a number of reasons:

  • a central/single calendar used to book rooms or equipment
  • an owner(s) has control over whom can book the Shared Calendar
  • these can be locked down so someone/group has to approve booking before they are finalised in the calendar

Distribution Lists (DL) can be utilised for a number of reasons:

  • a central/single email address for correspondence to be sent to a certain group of people
  • an owner(s) has control over whom is part of the DL
  • DL can be locked down so only certain people eg PVC can email it or the members within the DL can utilise it
  1. Close Outlook
  2. Go to Control Panel and click Mail
  3. Click E-mail Accounts...
  4. Leave Office 365 selected and enter the Shared Mailboxes email address
  5. Click Next
  6. Tick Don't ask me about this website again on Microsoft Outlook pop-up and click Allow
  7. Congratulations message will appear, click Finish
  8. Close all windows and open Outlook

Or step by step instructions (including screen shots) can be found on the Opening a Shared Mailbox in Outlook so sent items will go to that mailboxes sent items page.

Send on Behalf

Allows a user to send as another user or mailbox while showing the recipient that it was sent from one user on behalf of another. More commonly used for another staff member, than shared mailbox.

 

Send As

Allows a user to send as another user or mailbox without showing the recipient who initiated the email.

To Send on Behalf or Send As:

  1. Start a new email
  2. Click From
    NOTE: To enable the 'From' box - Once enabled it will always be available:
    1. Start a new email
    2. Click the Options tab
    3. Click From under the Show Fields section
  3. From the dropdown list click Other E-mail Address
  4. Enter desired email address or click Find and locate it in the Address Book
    NOTE: Once entered, in the future you can just select the email address from the dropdown in Step 3.
  5. The email will now be sent from the email address listed to the right of From

NOTE: Staff email profiles are by default called UniSA Exchange. So if UniSA Exchange is listed to the right of From then the email will be sent from your staff email address.

Or step by step instructions (including screenshots) can be found on the 'Send on Behalf' or 'Send As' page.

Send on Behalf

The staff member you need to send emails on behalf of needs to grant you this permission through Delegate Access.

Send As

You need to contact the owner(s) of the Shared Mailbox.

 

 

NOTE: Internet Explorer 11 or FireFox are the recommended browsers for doing this.

  1. Log into Outlook Web App (OWA)
  2. Click your name in the top right corner
  3. Click Open another mailbox...
  4. Enter Shared Mailbox name
  5. Click Open
  6. Click Settings (the cog) top right
  7. Click Set automatic replies
  8. Select
  9. Enter/edit Out of Office message
  10. Ensure is ticked and is selected
  11. Copy and paste Out of Office message from Step 7
  12. Click Save

 

Or for step by step instructions (including screenshots) see Putting Out of Office on through Outlook Web App (OWA) page.