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In addition to your Stonehill account, you may have the need to send as or receive mail from another account; most commonly a departmental or shared mailbox (e.g. "registrar@stonehill.edu"; "athletics@stonehill.edu"; etc.) The preferred method for doing this recommended by the Department of Information Technology is to use that account's password to add it to your Outlook desktop application. This will enable you to both receive and fully manage emails sent to the shared mailbox, as well as send mail as that account by switching to it in your "From" field (see our documentation on how to Send a Message to an Announcement List for more information on this).
Note for current managers of departmental/shared mailboxes: To grant another person access to a shared mailbox, simply provide them with the email address and password for the account, which they can they use while following these instructions to add it to their Outlook.
Important note! You should
not be signed-in to the actual Office applications themselves as a shared mailbox in order to manage it. This can cause access issues with shared documents by confusing which account is accessing files using those applications; the shared mailbox or the actual user.
Therefore, once you've added a shared mailbox as an additional account in Outlook, we strongly recommend checking to ensure the mailbox hasn't been signed into Outlook
itself, and signing out if it has. To do this, in Outlook, head to
File > Office Account, check for any accounts currently signed in
other than yours (such as the shared mailbox you just added), and ensure you're signed in as yourself and not as the shared mailbox. Contact the
Service Desk if you need assistance.
Windows
- Within Outlook (the full desktop app; not the web version you access through a browser), select File > Add Account.
- Enter the full email address of the shared mailbox (e.g. "mailboxname@stonehill.edu") and click Connect.
- When prompted, enter the password for the shared mailbox, then select OK > Finish.
- Back in the Mail view of Outlook, you should now see the shared mailbox listed in your folder view on the left-hand side, below your own account.
Important note! You should
not be signed-in to the actual Office applications themselves as a shared mailbox in order to manage it. This can cause access issues with shared documents by confusing which account is accessing files using those applications; the shared mailbox or the actual user.
Therefore, once you've added a shared mailbox as an additional account in Outlook, we strongly recommend checking to ensure the mailbox hasn't been signed into Outlook
itself, and signing out if it has. To do this, in Outlook, head to
File > Office Account, check for any accounts currently signed in
other than yours (such as the shared mailbox you just added), and sign out of them if you find any. Contact the
Service Desk if you need assistance.
macOS
-
Within the full Outlook application, select Outlook from the menu bar, then Preferences > Account.
-
Click the plus (+) sign > New Account.
-
Type the full email address of the shared mailbox (e.g. "mailboxname@stonehill.edu") and click Continue.
-
Type your password > Add Account. (Your screen might look different from this one depending on the account you're adding.)
-
Select Done to start using your newly-added account in Outlook.
Important note! You should
not be signed-in to the actual Office applications themselves as a shared mailbox in order to manage it. This can cause access issues with shared documents by confusing which account is accessing files using those applications; the shared mailbox or the actual user.
Therefore, once you've added a shared mailbox as an additional account in Outlook, we strongly recommend checking to ensure the mailbox hasn't been signed into Outlook
itself, and signing out if it has. To do this, in Outlook, head to
File > Office Account, check for any accounts currently signed in
other than yours (such as the shared mailbox you just added), and sign out of them if you find any. Contact the
Service Desk if you need assistance.