Email: Accessing and Managing Secondary Mailboxes

This service is for faculty, staff, and student workers.

 

 

  • To request a New shared/departmental mailbox, or request to add/remove access to an existing one please fill out the form available here

 

Shared mailboxes do not have passwords associated with them. If at any point you are prompted for a user name and password while trying to access a shared mailbox, just enter your own user name and password.

Outlook on PC

PC Method 1 (add secondary mailbox as secondary)

  1. Open Outlook
  2. Go to the File menu
  3. On the Info tab, click on the Account Settings button to open a dropdown menu
  4. Select top choice of Account settings
    Account settings menu in full version Outlook
  5. Click on your main St. Thomas email under "Name"
  6. Click on "Change"
  7. Click "More Settings"
  8. Click the "Advanced" tab
  9. Click "Add"
  10. Type the name of the mailbox (without the @stthomas.edu) and click "OK"
  11. Graphic showing the various windows and elements that need to be clicked on as well as numbers indicating the step they're representing
  12. It may process for a second, then you can click "Apply", then "Next", then "Done"
  13. You should now be able to see the Secondary/Shared mailbox on the left column.
  • *Note - Depending on the size of the secondary/shared mailbox it may take some time for the email to all show

 

PC Method 2 (add secondary mailbox as another primary mailbox)

  1. Open Outlook
  2. Go to the File menu
  3. Select File > Add Account.
  4. Enter your Secondary email address and click Connect.
  5. When prompted with the St. Thomas login screen:
    1. Delete the secondary email address from the line
    2. Enter your Primary email address
    3. Enter your Primary Email Address password
    4. Click Next.
  6. If prompted, select OK > Finish to start using your email account in Outlook.
  • More info on Microsoft's site here
  • *Note - Depending on the size of the secondary/shared mailbox it may take some time for the email to all show

 

Outlook on Mac

  1. Open Outlook for Mac.
  2. Select File.
  3. Select Open.
  4. Select Other User's Folder.
    1. screenshot of other user folder location
  5. Select Inbox from the folder type drop-down menu.
  6. Enter the Title of your shared folder in the search box.
  7. Select your Shared Mailbox from the list.
  8. Select Open.
    1. screenshot of entering mailbox name and selecting from list

 

How to Access and Check a Secondary Mailbox from the Web

You can also access your St. Thomas email from any web browser using the instructions below:

  1. Go to OneStThomas 
  2. Go to the Apps and Tools menu at the top
  3. Click on Office 365 Apps tab
  4. Click on Outlook Email
  5. Click on your profile picture and user account in upper right-hand corner
    How to open a secondary mailbox from outlook web
  6. Select Open another mailbox
  7. Type in mailbox name and click Open

 

Send As Secondary

Windows

  1. You can change which account is used to send a message.
    1. In the message window, above to To button, click From.
    2. Click the account that you want to use.
  2. Is the "From" button is missing?
    1. If you see the Send button, but don’t see the From button, the typical cause is that your Outlook profile contains only one email account. To view the From button, you'll need to add another email account. 
    2. If you have multiple email accounts, you can add the From button manually.
      1. Once you add the From button, you can't remove it unless you remove all but one email account from Outlook.
    3. Create a new email message.
    4. Select Options, then select From in the Show Fields group on the ribbon.
  • More info on Microsoft's site here

Web

  1. Go to your UST email on Outlook web (through OneStThomas or Office365)
  2. Choose New mail above the folder list. A new message form opens in the reading pane.
  3. At the top of the message, click the 3 dots and choose > Show From.
  4. This option shows you that the people who receive the email message will see it comes from the shared mailbox and not from your own email account.
    1. The first time you use the shared mailbox, you need to add the address to the options available in the From drop-down list:
    2. Right-click the From address and choose Remove.
    3. Type the shared address.
    4. The next time you reply from the shared mailbox, its address will appear as an option in the From drop-down list.
  5. To add recipients, type the name of anyone who is in your contacts folder or organization’s address list, or type the email address in the To or Cc box.
    1. The first time you enter a person’s name, Outlook on the web searches for that person’s address.
    2. In the future, the name is cached so it resolves quickly.
  6. Type a subject.
  7. Type the message you want to send.
  8. When your message is ready to go, click Send.
  • More info on Microsoft's site here

 

Set Default Email Account

  1. Change your default email account
    1. You can change your default email account using the following steps.
    2. Select File > Account Settings > Account Settings.
    3. From the list of accounts on the Email tab, select the account you want to use as the default account.
    4. Select Set as Default > Close.
  2. Always use the default email account for sending new email
    1. If you want to use the default email account when clicking New Email regardless what account or folder you start from use the following steps.    
    2. Select File > Options > Mail.
    3. Under Send Messages, check the box Always use the default account when composing new messages.
    4. Select OK.
  • More info on Microsoft's site here

Secondary Emails on Mobile Device Apps

Android

  1. Open Outlook App
  2. Make sure you are logged in already with your Primary UST account
  3. Click the icon in the upper right that looks like a house
  4. Go to settings (usually a gear icon toward the bottom)
  5. Choose "add account"
  6. Choose "add a shared mailbox
  7. Enter the address of the shared/delegate mailbox "sharedmailbox@stthomas.edu"
  8. Done
    1. If asked to enter a password enter your password for your primary UST account

IOS

  1. Open Outlook App
  2. Make sure you are logged in already with your Primary UST account
  3. Click the icon in the upper right that looks like a 3 horizontal lines
  4. Go to settings (usually a gear icon toward the bottom)
  5. Under the Mail Accounts heading select "Add Mail Account"
  6. Choose Add Shared Mailbox (for shared/delegate mailboxes)
  7. Enter the address of the shared/delegate mailbox "sharedmailbox@stthomas.edu"
  8. Done
    1. If asked to enter a password enter your password for your primary UST account

Microsoft directions

To report a problem or receive additional troubleshooting, please contact the Tech Desk
Click to Request Service

Details

Article ID: 109491
Created
Tue 6/9/20 1:06 PM
Modified
Thu 10/13/22 10:18 AM

Related Services / Offerings (1)

Microsoft Outlook in Office 365 is the university's official solution for email and calendaring. Submit a request here for: -Request new Shared Mailboxes -Request Spam Whitelisting -Sending Email from External Services -Troubleshooting (be sure to include mailbox affected and platform attempting to send from) -DG membership updates