Access a shared mailbox

You can access a mailbox via desktop Outlook apps on Windows or Mac OS, via the Outlook mobile app, or via any browser. See below for instructions for your device.

Being added to the mailbox for access

Note: you must have already been granted permissions to the mailbox before you can access it.

• For club/society mailboxes, contact [email protected]
• For Volunteering Student-Led Projects, contact [email protected]
• For Officers, contact [email protected]
• For Commercial, contact the commercial managers who are owners of the mailboxes.
• For others, please contact the owners of the mailbox or [email protected]

For other mailboxes, contact the relevant staff (e.g. your staff contact if you are an officer).

Windows

Try the quick method first - if it does not work try the other one.

Quick method

1. Open the Outlook App
2. Choose the 'File' tab
3. Choose 'Account Settings' then select 'Account Settings' from the menu. 
4. Select the 'Email' tab
5. Select 'Change'
6. Choose 'More Settings' > 'Advanced' > 'Add'
7. Type in the mailbox e-mail address.
8. Choose 'Ok' > 'Ok'
9. Choose 'Next' > 'Finish' > 'Close'

Secondary account method

1. Open Outlook.
2. In Outlook, click on the 'File' tab.
3. Click on 'Account Settings'.
4. Click on 'Account Settings' in the drop-down menu
5. In the 'Account Settings' window, click on 'New'
6. Enter your name and the email address of the role account only (ignore the rest) and click on next
7. You will then be prompted to enter a username/password. Enter your personal details here with your user ID e-mail (i.e. [email protected] and your password) and be sure to click on 'Remember My Credentials'. If it defaults to the role account details, click on 'switch account' and enter your personal details.
8. Once you have been authenticated, you may need to restart Outlook for the change to take effect.
9. Open a new message, go to 'Options' tab, click 'From ' in 'Show fields'. 
10. Click 'From', 'Other e-mail address' and enter the new address. 
11. When you create a new e-mail always check which mailbox you are sending from (yours, or the shared mailbox).

Mac

Follow https://www.ucl.ac.uk/isd/how-to/open-shared-mailbox-outlook-2016-for-mac

Outlook app on mobile

See the Microsoft guide at https://support.microsoft.com/en-us/office/add-a-shared-mailbox-to-outlook-mobile-f866242c-81b2-472e-8776-6c49c5473c9f

Browser (e.g. Chrome, Firefox)

1. Sign into your account via the UCL website with Office 365 at https://outlook.office365.com/owa/?realm=live.ucl.ac.uk
2. From the left navigation panel click Folders > More and right click on your name. 
3. Select Add shared folder...
4. Type the shared mailbox name or email address and select Add.
5. You should now be able to view the shared mailbox on the left-hand side of the navigation panel. In order to view the inbox after logging in, you will first need to click on Folders>More in the left-hand navigation pane.

You can also view the mailbox directly by replacing 'EMAIL' with the e-mail address in the following URL:

https://outlook.office.com/owa/EMAIL

e.g. https://outlook.office.com/owa/[email protected]/