To share a mailbox you are owner of, make sure you are logged in to Windows as yourself.
This guidance applies to Generic accounts, which are email accounts created before April 2024, and will have a network account associated with them.
Sharing the mailbox
1. Open Outlook from the Start Menu:
2. If required, authenticate with the email address and password of the account and select OK
You need to add the person as a delegate and assign them appropriate permissions
3. In Outlook, click File
4. If you are sharing a generic mailbox, e.g. elearning@chi.ac.uk If Then click Add account and sign in with the email address and password:
5. Once the account is added, select the account in the drop down list and then Account Settings and Delegate Access
5. In the Delegates window, select Add
6. Search for the user you want to give delegate access to. Highlight their name in the list, then click Add so their name appears in the box, then select OK
7. Choose the permission levels you want to give to your delegate. The default settings will give access to calendar and tasks. If you want to give access to email as well set the Inbox to Editor (can read, create, and modify items). Decide if you want to give access to items marked as private and check the box if you do. Once you are happy with the permissions you have given click OK
8. You should see the delegate’s name on the delegate list. Click OK to return to the main Outlook window
9. Click on the Home tab
Next, you need to share the mailbox (inbox) and any other folders you want them to have access to
10. Right click the mailbox (this is above the email folders and looks like the email address) and select Folder Permissions
11.Click Add
12. Search for the user you want to give delegate access to. Highlight their name in the list, then click Add so their name appears in the box and click OK
13. Highlight the account you have just added and, from the drop down menu, set the Permission Level to Editor (or your preferred permission). The associated permissions for read, write, delete and other are updated. Click OK
The delegate will have permission to access the Inbox. For each additional folder you want to give permissions on (such as Sent, Deleted and any custom folders) you will need to add permissions separately:
14. Right click on the folder and select Properties
15. Select the Permissions tab, then Add
16. As before, search for the user you want to give delegate access to. Highlight their name in the list, then click Add so their name appears in the box and click OK
17. Highlight the delegate’s name and choose the appropriate Permission Level from the dropdown menu
Having set this up, the delegate will now need to follow steps to access the managed account.