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Creating a shared email inbox

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Creating a shared email inbox makes it easy for a group of people to monitor and send email, as well as share a team calendar from one account.

A shared mailbox allows you and a group of colleagues to monitor and send email from a public email alias like studentservices@unsw.edu.au. When a person with access to the account replies to a message sent to the shared mailbox, the email appears to be from the shared address, not the individual user. You can also use the shared mailbox as a shared team calendar.

Create a shared inbox

  1. Request for access from the IT Service Centre by sending the OSA 05 - Special Purpose Email Account or Shared Exchange Mailbox form to itservicecentre@unsw.edu.au.
  2. Please ensure that you have the following before requesting for the access:
    1. Approval from either the mailbox owner or manager/team lead (if the request comes from a staff member that already has the access to the shared email then that will also suffice).
    2. The name or email address of the shared email
    3. If requesting for another staff member, the name(s) and/or zID of the people that require access.
  3. Once a confirmation email has been received from the IT Service Centre advising that you have been granted access to the shared email, please allow up to 4 hours before trying to add or access the shared email.

Please see guides below on how to access/add the shared emails.

Self help guides

    1. Click here to access your email online.
    2. Your username will be your zID@unsw.edu.au.
    3. Your password will be your UNSW zPass (password).
    4. Click Sign in.
    5. Your mailbox will open and you will need to select your Account icon and select Open another mailbox.
    6.  Enter the shared email address and click Open.
    1. Open up Outlook and select File > Add Account.
    2. Enter the email address of the shared email and click Connect.
    3. Sign in with your UNSW staff credentials in the format of zID@ad.unsw.edu.au and password. If prompted for a password for the shared email again, please click Sign in with another account and select your account.
    4. Restart Outlook for the mailbox to appear in your Outlook.

  • For more information on the New Outlook for Mac, including features that are not yet available and how to turn off the New Outlook for Mac experience, please see: The new Outlook for Mac (microsoft.com).

    1. Open up Outlook and select Preferences.
    2. Select Accounts.
    3. Select your UNSW email account in Accounts and then click on the Delegation and Sharing button.
    4. Click on Shared With Me, then click on the + icon.
    5. In the Open Mailbox window, search for the shared mailbox's display name or email address, then click Add.
    6. The shared mailbox should now appear in the Shared With Me list. Click Done and close the Outlook Preferences window.
    7. The newly added shared mailbox will appear in the Sidebar (left-most column) in the main Outlook window. You may need to scroll down and click on the arrow icon to view the full list of folders.

  • Use the following steps to access a shared mailbox on a mobile device.

    1. Sign in to your primary account in Outlook for iOS or Android.
    2. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox.
    3. If you have multiple accounts in Outlook Mobile, select the account that has permission to access the shared mailbox.
    4. After the account setup process is completed, the shared mailbox will display in your account list in Outlook for iOS or Outlook for Android. 
    5. To remove a shared mailbox, go to Settings > Accounts. Tap on the shared mailbox and select Delete Account.

Learn more about Outlook email

For more information about using Outlook, please visit the official Office support site. There, you’ll find helpful guides and resources to get the most out of your Outlook experience.