Benefits and How to Request a Shared Mailbox

A shared mailbox in Microsoft 365 allows a group of people to send, receive, and manage email from a single address, without requiring a separate login or license. This article explains what a shared mailbox is, the benefits it offers, how to request one, and how to access it in Outlook.

What Is a Shared Mailbox?

A shared mailbox is a special type of mailbox in Microsoft 365 that is not tied to a single individual. Instead, it has its own email address (for example, itc-support@dartmouth.edu) and can be accessed by any team member who has been granted permission, using their own Dartmouth credentials.

Shared mailboxes are ideal for teams, departments, or functions where multiple people need to monitor and respond to the same inbox, such as a departmental help line, a project team, or an administrative office.

Benefits of a Shared Mailbox

  • No additional license or password required; members access it through their own account.
  • Emails sent from the shared mailbox display the shared address, keeping communications professional and consistent.
  • All members see the same inbox, sent items, and folders, making it easy to coordinate responses.
  • When someone leaves your team, their messages stay in the shared mailbox -- no lost history.
  • No Duo MFA setup needed for the mailbox itself, since authentication happens through each member's own account.
  • Reduces reliance on shared passwords or bypassed accounts, improving security for your whole team.

How to Request an Account to be Made into a Shared Mailbox

To request an existing mailbox be provided delegation access, submit a ticket to ITC Client Services. A consultant will follow up to confirm the mailbox address, display name, and which accounts should have access.

Submit a Request

  1. Visit the ITC Service Portal: Submit a Ticket
  2. In your ticket, include:
  • The desired email address that will be provided delegate access
  • The Dartmouth accounts that should have access and if they should have full permissions
  1. ITC will modify the and notify you when it is ready.

Request a New Shared Mailbox

To request a new mailbox we recommend using Microsoft o365 Groups. Microsoft o365 Groups allow individuals to manage the membership and settings. These groups have additional resources provided to them that make for a more collaborative workspace, including a Sharepoint Site and Teams. These features do not need to be used but are available for convenience. For more information and how to create Microsoft o365 Group please the article:

Article - Microsoft Office 365 Groups...

Submit a Request for a New Shared Mailbox

A new shared mailbox can still be requested if you find that a Microsoft o365 group does not meet your needs. If that is the case, please follow the steps below:

  1. Visit the ITC Service Portal: Submit a Ticket
  2. In your ticket, include:
  • The desired email address
  • A display name (how the mailbox will appear to recipients).
  • The Dartmouth accounts that should have access.
  1. ITC will create the mailbox and notify you when it is ready.

How to Access a Shared Mailbox

Once ITC has granted you access, you can open the shared mailbox in Outlook on the web or Outlook desktop. You do not need a separate password. If you added the account using credentials rather than as a shared mailbox, you may need to remove the existing connection to that mailbox then reconnect so you won't be prompted for a password again!

Outlook on the Web (OWA)

  1. Sign in to Outlook on the web at outlook.office.com using your Dartmouth credentials.
  2. Click your avatar/profile menu (top right)
  3. Select "Open another mailbox"
  4. Enter the shared mailbox name

Note: If you do not see the shared mailbox after adding it, try refreshing the page or signing out and back in.

Outlook Desktop (Windows)

If your Dartmouth account is configured in Outlook desktop, shared mailboxes you have been granted access to will often appear automatically. If the mailbox does not appear, follow the steps below.

  1. Sign In
  2. Go to your account name, select 3 Dots
  3. Select Add shared folder or mailbox  (note this approach is easier, however, you can go the Add Account approach as well)
  4. Select Add button
  5. Enter netid@dartmouth.edu or email address
  6. Select the Continue button
  7. Select Restart Outlook button

Outlook Desktop (Mac using Tools)

  1. Tools at the top menu bar
  2. Accounts
  3. Click your account name
  4. Delegates and Sharing
  5. Shared with Me tab
  6. Search for the delegated mailbox
  7. Click ok

Outlook Desktop (Mac New)

  1. Open new Outlook and go to Mail
  2. Right-click your account name in the left folder pane
  3. Select "Add shared folder or mailbox"
  4. Type the net ID (or email address) of the shared mailbox
  5. Click Add
  6. The mailbox will appear in your left sidebar (often under "Shared with me")

Outlook Desktop (Mac Classic)

  1. Go Outlook in the upper-left corner (or File)
  2. Account Settings
  3. Account Settings
  4. More Settings 
  5. Advanced
  6. Open these additional mailboxes near bottom (Delegates)
  7. Search Address book for Center for email address

Note: On Mac, the path may vary slightly depending on your version of Outlook. If you have trouble, open a ticket and an ITC consultant can assist.

External Resources

 

See Related Articles to the right for more information.

Print Article