Overview

Many offices, departments, and campus organizations use shared mailboxes to conduct their business at Kutztown University. This article will explain how to access and utilize a shared mailbox once it has been assigned to you.

Outlook Web App

The Outlook Web App is available here or via the K You tile on the Kutztown University homepage.

 

The K You menu from the Kutztown University homepage. Email is the second option. On your first visit to the Outlook Web App, you will be prompted to sign into your Kutztown University account. Use your staff or student credentials to sign in. 

 
You do not need a password to sign into a shared mailbox. Once one is assigned to you, it can be added using the methods detailed below.
 

Mailboxes Assigned to You

Once signed in, you can open a shared mailbox by clicking on your name in the top right corner and selecting Open another mailbox. Enter the email address for the shared mailbox and – if assigned to you – it will open in a new tab. 

 

The accounts menu in the Outlook Web App. 

Additionally, you can add the shared mailbox to your staff inbox by right clicking Folders on the left sidebar and selecting Add shared folder or mailbox.  As before, enter the address for the shared mailbox and it will be added as a folder underneath the folders for your staff or student account. 

 

The context menu when right clicking Folders allows users to add a shared mailbox.

Mailboxes Not Assigned to You

If you attempt to open a mailbox that has not been assigned to you, you will see the following error. Please include the error in a message to the IT Help Center if you should have access to the mailbox. 

 An error seen when trying to access a mailbox without permissions.  Sending from a Shared Mailbox

Messages sent from a shared mailbox will show to recipients as coming from the shared address. The message will be copied under Sent Items in the shared mailbox, not your staff or student mailbox. 

 
You can additionally send emails from a shared mailbox by using the From: dropdown when composing a new message. Select Other email addresses… and enter the address for the shared mailbox. 

 

Send options allow users to select shared mailboxes as the displayed sender.

Note that you need permission to send from a shared mailbox. If you do not have permission, you will see a banner at the top of your message informing you as much when you hit Send.