Configuring Outlook for Departmental/Organizational Mailboxes

"Installing" the supplemental mailbox in your personal mailbox

Outlook (version 2007)

After a supplemental mailbox for your department, organization, or club has been created, and you are one of the owners, and you use Outlook to access your personal mail, you can add the supplemental mailbox by using the following procedure:

• Launch Outlook
• Click Tools of the menu bar
• Select Account Settings
• Click Change
• Select the More Settings button
• Click the Advanced tab
• Click Add
• Enter the username of the supplemental mailbox to which you have access
• Click OK
• Click OK again

The supplemental mailbox will appear in alphabetical order with respect to the name of your personal mailbox. Click the plus sign "+" next to the icon to view the subordinate folders of the mailbox.

For Outlook (version 2002/XP or 2003):

After supplemental mailbox for your department, organization, or club has been created, and you are one of the owners, and you use Outlook to access you personal mail, you can add the supplemental mailbox by using the following procedure:

1. Select Tools
2. Select E-mail accounts
3. Select View or change existing
4. Double-click existing Exchange account
5. Click More Settings
6. Click the Advanced tab
7. Add the supplementary account
8. Enter the username of the supplementary mailbox to which you have access
9. Click OK
10. Click OK again

Reading messages in the supplemental mailbox

Open Outlook. In the Folder list at the left, select the Inbox of the supplemental mailbox. A list of messages will appear in the panel at the right. As with your personal account, bolded items are messages that you have not yet read (by yourself or for any other person who has owner permissions with the mailbox). After reading a message, the entry in the message list will no longer be bolded. The message can be deleted or saved in a subordinate folder as you can do with messages in your personal mailbox.

Sending a message from your supplemental mailbox

1. Launch Outlook
2. Select the icon for the supplemental mailbox (which will automatically change the "From" designation. The outgoing message will contain the display name of the supplemental mailbox (instead of your personal display name). However, the "From" slot in Outlook may still remain blank. Selecting the desired mailbox before selecting the New choice will cause Outlook to use the appropriate display name.
3. Enter the one or more recipients in the "To" slot; this can be the name of an established distribution list
4. Enter (or paste) the text of the message in the appropriate area
5. If necessary, append any appropriate attachments
6. Send the message

Using the supplemental mailbox through OWA

1. Access your personal mailbox through OWA in the usual manner
2. Once your mailbox is opened, click in white area of the address bar of the browser and press the right-arrow key
3. Enter a slash "/", immediately followed by the name of the supplemental mailbox. The list of message of the supplemental mailbox will appear
4. Read, send, delete, or move messages as you normally do with messages of your personal mailbox

To return to your personal mailbox, click the Back button of the browser. To return to the supplemental mailbox, click the Forward button of the browser.

Conclude the OWA session in the usual manner, regardless of which mailbox you are view at the moment.

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Last Updated: February 9, 2010