Email: Accessing and Managing Secondary Mailboxes

• Add Secondary On PC (New Outlook)
• Add Secondary On PC (Classic Outlook)
• Add Secondary On Mac
• View Secondary in Web
• "Send As" Secondary Mailbox
• Set Default Mailbox
• On Outlook Mobile App

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.

New Outlook on PC

Adding a Shared Mailbox to New Outlook

1. Open Outlook
2. Select Mail from the navigation pane in New Outlook
3. In the Folder pane, right click your email name, and select Add shared folder or mailbox. In this example, the email name is 'josephfkays@stthomas.edu'
4. Type in the mailbox that you need to add, then select it from the list.
5. Once this has been completed, the Shared Mailbox should now be shown under the "Shared with me" folder of your inbox.
6. Expand the "Shared with me" folder and navigate to the newly added shared mailbox.

For more information or alternative instructions provided by Microsoft, please reference the Microsoft Learning article called: Open and use a shared mailbox in Outlook

Outlook on PC

• Classic Outlook on a PC Method 1
• Classic Outlook on a PC Method 2.

Classic Outlook on a 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
   
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. Uncheck the box for "Use Cached Exchange Mode"
11. Type the name of the mailbox (without the @stthomas.edu) and click "OK"
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

Classic Outlook on a 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. 
5. Select Inbox from the folder type drop-down menu.
   1. 
6. Enter the Title of your shared folder in the search box.
7. Select your Shared Mailbox from the list.
8. Select Open.
   1. 

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
   
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