How do I access a shared email account?

Prerequisite: IT must provision access to the user before they can follow these instructions for accessing the shared email account. 

Accessing through the Web (Outlook Web App):

1. Access your email via the web at office.com.

2. Sign in with your full Butler email address and password. Go through the two-factor authentication steps per usual. 

3. Click on your profile photo or initials in the top right-hand corner of the window.

4. Click on Open another mailbox.

5. Enter the shared email address in the search box and then hit enter. This should enter the email address or resolve to a display name with an X next to it.

6. Click Open.

7. The shared mailbox will open in a separate tab.

Accessing through Outlook (PC):

Adding as a sub-account to your account:

1. With Outlook already open, click on the File tab in the top left corner.

2. Click the Account Settings box and a drop-down menu should appear. Click Account Settings…

3. Make sure you are on the Email tab. Select your email address under accounts and click Change. (If this is for someone else or on their computer, select their name instead.)

4. When the new window opens up, click More Settings in the bottom right corner. 

5. Click on the Advanced tab in the new window that has opened.

6. Next to Open these additional mailboxes, click Add… and then enter the shared email address.

7. Click OK and then click OK again to close the two windows that have been opened.

8. In the Change Account window, click Next and then Finish.

9. The new inbox should now be on the left side of Outlook.

Adding with New Outlook:

1. Look for the ‘Shared with me’ folder on the left hand navigation pane. 

2. Expand it

3. Check if the shared mailbox is there already, if not right click and select ‘add shared folder or mailbox’

4. A dialog window will appearing letting you enter the mailbox you wish to add.

Adding as a secondary email account to Outlook:
Note: this will allow you to receive notifications when new items arrive for the shared mailbox.

1. With Outlook already open, click on the File tab in the top left corner.

2. Click the Account Settings box and a drop-down menu should appear. Click Account Settings…

3. Click "New..."

4. In the pop-up window type the email address of the shared mailbox. 

5. Click connect.

6. In the Auth0 pop-up be sure to put your email address not the shared mailbox.

7. Enter your password.

8. Click log in.

9. Perform any 2FA steps required.

10. Follow on-screen prompts to complete.

 

Accessing through Outlook (Mac):

1. Open Outlook.

2. Click Tools in the Top Menu Bar and select "Accounts".

3. Click the "+" symbol in the bottom left-hand corner of the window pane.

4. Select Open Shared Mailbox...

5. Type the email address of the shared mailbox and select Add.

6. The shared mailbox will appear in the folder list in the main Outlook window on the left-hand side.

Accessing through Outlook (Mac) Legacy Outlook:

1. Open Outlook.

2. Click Tools in the Top Menu Bar and select "Accounts"

3. In the bottom right corner click "Advanced".

4. Click "Delegates" at the top of the page.

5. Click the + symbol under "Open these additional mailboxes:"

6. Type the email address of the shared mailbox and select Add.

7. The shared mailbox will appear in the folder list in the main Outlook window on the left-hand side.

Note:shared mailboxes can only be added on mobile devices via the Outlook app.

 

Related Links:

• How do I access my Butler email on the web (internet)?

• How do I access my Butler email on a PC using Outlook?

• How do I access Butler email on a Mac computer?

• Open and use a shared mailbox (Microsoft article)