Shared Mailboxes
A Shared Mailbox makes it easy for a group of people to monitor and send email from a ucf.edu email address. When a member of the Shared Mailbox replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user.
Benefits of a Shared Mailbox
- Shared Mailbox members do not have to login or know the password to view and send email as the account.
- Members that "Send as" the Shared Mailbox will see the message in their personal "Sent Items" as well as the Shared Mailbox "Sent Items" folder.
- Shared Mailboxes automatically appear in the Outlook desktop app. (Note: in the "New Outlook" Shared Mailboxes appear under the "Shared with me" section).
- Students employees and students can be added as members of a Shared Mailbox.
Conditions of a Shared Mailbox
- Shared Mailboxes are “email only” accounts and can not utilize OneDrive, Teams, or other Office 365 applications.
- Only employees can be added as owners of Shared Mailboxes.
- Members can be added and removed by owners of the Shared Mailbox via ServiceNow request: Add New or Change Existing Organizational (OID) or Shared Mailbox Request.
- Shared Mailboxes do not automatically appear in Outlook for Mac, Outlook webmail, or the Outlook mobile app.
- Please see the following links for instructions for accessing Shared Mailboxes in those versions:
To send mail from the Shared Mailbox:
- Open Outlook.
- Choose New Email.
- If you don't see the From field at the top of your message, choose Options > From.
- Click From in the message and change to the shared email address.
- If you don't see your shared email address, choose Other email address and then type in the shared email address.
- Choose OK.
- Finish typing your message and then choose Send.
From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list. Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.
For additional information about Shared Mailboxes please see the following Microsoft Support Article: Open and use a shared mailbox in Outlook