How to access a Shared Mailbox through Outlook on the web


This article will explain how to access a shared mailbox through Outlook on the web. To do this you will need to have been added by IT to the shared mailbox's permissions.

If you are unsure whether you have been added to the permissions already, please get in touch with IT with the shared mailbox name or address and we can check.

If you have not been added, you will need to ask for someone who has permissions on it to fill in the form below.

https://it.leeds.ac.uk/it?id=sc_cat_item&table=sc_cat_item&sys_id=1b2644d71baab050d530eb53b24bcb30

Once you have permissions on the shared mailbox, this is how you access it through your web browser.

How to access

How to change settings

Accessing Shared Mailbox

Enter office365.leeds.ac.uk in your web browser. You will be taken to the following page, open Outlook by clicking the icon on the left-hand column.

A screenshot of a computerDescription automatically generated

Outlook should now have opened. Click on your profile name in the top right and then click 'open another mailbox'.

A screenshot of a computerDescription automatically generated

This will open a dialog box; enter the address of the shared mailbox you would like to access and click 'open'.

A screen shot of a computer screenDescription automatically generated

This will open the shared mailbox in a new tab. You now have access to the shared mailbox.

 How to access Shared Mailbox settings (Out of Office, Rules, etc)

Once the shared mailbox has opened in a new tab, access that tab and click on the settings cog in the top right.

A screenshot of a computerDescription automatically generated

This will open a settings window with a few options. Most notable are the 'Rules' and 'Automatic replies' pages.

A screenshot of a computerDescription automatically generated

Rules will allow you to see any rules that have been set on the shared mailbox for handling mail. This may include filtering emails into specific mail folders.

Automatic replies allow you to set an out of office message on the account. To do so, toggle 'automatic replies on' and then write out whatever message you need to respond with when people email the account and click 'save'. In the example below, automatic replies are on indefinitely and will send a message of 'This is an example' to staff within the organisation and also anyone who emails the account externally.

A screenshot of a computerDescription automatically generated

There are many other settings to access for the shared mailbox in this manner, but these are the basics. For more complex queries, please contact IT via it.leeds.ac.uk.