Olin Business School at Washington University in St. Louis | Groups

Access Shared Mailboxes

Request Permission

Before an individual can access another mailbox, appropriate access must be granted by the mailbox owner. Typically, faculty support or TAs might access faculty mailboxes, support staff might access manager mailboxes, student club officers might access the club mailbox, etc.

If you need to access another mailbox, send your request to the Olin Help Desk (help@olin.wustl.edu). We wil confirm any requests with the individual owners of the mailbox in question before granting access.

If you want to give someone delegate access to your mailbox (they can manage your email and calendar, including meeting requests), you do this yourself in Outlook.

Access the Mailbox

On the Olin email system, auto-opening of shared mailboxes was a feature in Outlook that worked if you had been granted full permission to a mailbox. In Offiec 365, this feature is not currently available. We are looking into the possibility of restoring it, but for now, you must manually add any shared mailboxes that you want to access.

In Outlook you can either access the other mailbox either as a shared mailbox under your account or you can add it as a secondary account. If you add it as a secondary account, any messages you send from that mailbox will be saved in your Sent Items folder and not in the Sent Items for the mailbox. When you send a message, you will be able to click on the From section and select an account from a dropdown list to indicate which mailbox you're using.

Add the Mailbox to Your Existing Account

  1. Open Outlook
  2. Select the File tab, then select Account Settings, and then Account Settings again.
  3. Highlight your Microsoft Exchange account and click Change
  4. Click More Settings (at bottom right)
  5. Click on the Advanced tab (at top)
  6. Click on the Add button
  7. Enter the mailbox name and click OK
  8. Click OK to close this dialog box
  9. Click Next, then click Finish.

Access the Mailbox Using Outlook Web App (OWA)

  1. Logon to Outlook Web Access (http://email.wustl.edu/mail) with your WUSTL Key username and password.
  2. Click on your name in the upper right corner.
  3. In the "Open Other Mailbox" box that opens, enter the name or address or the mailbox you want to open.
  4. If multiple mailboxes match what you entered, you will see a list. Pick the correct mailbox.
  5. The mailbox will open in a new window.

Monitor Account on a Regular Basis

  • Establish a routine to visit the inbox every day if you are the only monitor
  • Alternately, if a team is assigned responsibility for monitoring the mailbox, be sure to establish a rotation so that the mailbox is covered throughout the semester and during semester breaks.