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Using shared or non-personal e-mail accounts
'Non-personal' or 'Shared Accounts' allow viewing by and sharing with other people.
Here you will find information on how to configure both Outlook and Outlook Web Access to enable shared usage of accounts.
Before being able to view any email account other than your own personal account you will need to have various ‘permissions’ set – if such permissions have not yet been set then contact the Helpdesk.
Outlook configuration for shared account usage
Please see our guide or follow the instructions below
- Click on Tools and select Account settings and select the E-mail tab.
- Select your profile in the box and click on Change.
- Click on More Settings and click on the Advanced tab.
- Click the Add button and, in the Add Mailbox pop-up, type the username for the other email account you wish to use and click the OK button. If a list of accounts is displayed, select the correct one and click the OK button.
- The additional account should now be listed under Open these additional mailboxes.
- You may add several accounts in this way if you need to do so.
- Click the OK button to return to the Exchange Server Settings window.
- Click the Next button and then the Finish button. You should now be back in the normal Outlook window.
- Your list of email folders should now include a new entry: Mailbox - account , ready to be expanded to display the mailboxes folders.
- If the permissions are not correct then you may see a message saying that An object could not be found. If you believe that you have the correct permissions and cannot open the folders try closing and re-opening Outlook. If it still does not work try closing down the PC and re-booting it.
Notes about using a non-personal email account:
- If you reply to a message in the additional account's inbox the reply will be sent from the additional account's email address.
- To force such a reply to be from your own email address remove the additional account's name from the From box at the top.
- To send a new message from the additional account's email address, in the new message window, click View and From Field to display a box in which to type the email address.
- To vary the signature depends on the Mail Format you have selected. With the recommended format it is best to have none selected in the Signatures section and use the Insert menu to select the signature you wish to use.
(If the Insert menu does not offer Signatures try right-button clicking in the text area to see if that offers it.)
Accessing shared or non-personal email accounts Outlook folders in Outlook Web Access
Non-personal email accounts do not have passwords, so you cannot login in exactly the same way as you would for your own account.
In order to access a particular account you will need to have been given the rights to do so. If you need to know who can give you permissions to the folder you require the IT Helpdesk will be able to help you with this request.
For the purposes of this page we will assume that you have rights to use an account with a username of testmail. (This can then be substituted with the username you require access to)
To access testmail with the email address of email@example.com use the following URL:
https://firstname.lastname@example.org (Note: https: not http:)
You will receive a prompt for your username and password and you should login using your own username and password. This will open the testmail email.
If you require access to a specific folder (such as the calendar) and do not have permissions on the whole mailbox you can use the format of the URL below to access this replacing "calendar" with the required folder such as "inbox". Please note you will need to change "testmail" to the user name of the mailbox you require.
If you are using a PC with an up to date version of Internet Explorer, Firefox or Google Chrome you can take advantage of additional features using the following link. Again, you will need to replace "testmail" with the user name of the mailbox you wish to access and you can adjust the module to go to any folder you have access to. The example below is setup for calendar access.