Sharing your mailbox or a generic account mailbox with other people in Outlook

If you are sharing your own mailbox, make sure you are logged in to Windows as yourself.

If you are sharing a generic mailbox, e.g. elearning@chi.ac.uk make sure you are logged in to Windows with that account e.g. elearning

You can switch user by clicking on the Start menu, then on the name of the account that's currently logged in and Switch account Illustrative image

Sharing the mailbox

1. Once logged in to Windows with the correct account, open Outlook

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 Illustrative image

4. Then Account Settings and Delegate Access Illustrative image  

5. In the Delegates window, select Add Illustrative image

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 Illustrative image

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 Illustrative image

8. You should see the delegate’s name on the delegate list. Click OK to return to the main Outlook window Illustrative image  

9. Click on the Home tab Illustrative image

 

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 Illustrative image

11.Click Add Illustrative image

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 Illustrative image

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 Illustrative image

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 Illustrative image

15. Select the Permissions tab, then Add Illustrative image

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 Illustrative image

Having set this up, the delegate will now need to follow steps to access the managed account.

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