Adding and Using Shared Mailboxes in Spartan Mail

A shared email account provides a way for multiple team members to communicate and collaborate with customers from a single professional email addresses. This article describes how to access shared email accounts from the Outlook desktop program, from a web browser and from an iPad or mobile device.

Overview and Purpose

Shared mailboxes allow multiple team members to communicate with customers from the same email address and receive inquiries or responses. 

Environment

Shared mailboxes can be access in Outlook from multiple platforms. Before you begin, you will need to know the precise name of the shared mailbox you wish to access. You will also need to have permission to the mailbox. Requests for permissions can be submitted by your unit manager via an Access Request Form (ARF).

Here are some quick links to the below instructions for accessing shared mailboxes from:

• Outlook desktop program
• Spartan Mail on the web
• A mobile device

Also see these Microsoft instructions for using, sending and searching a shared mailbox, once you have it connected. 

Adding a Shared Mailbox from the Outlook Desktop Program

These instructions assume you have configured Outlook to connect to Spartan Mail (click here for steps). You will need to prepare this connection on each new computer you use.

1. Open the Outlook desktop program. If a connection wizard opens, follow the instructions in the link above.
   
   
    
2. From the Ribbon menu, click File.
   
   
    
3. Select Account Settings, then Account Settings again.
   
   
    
4. Select your email address (netID@msu.edu) and click the Change button.
   
   
    
5. Select More Settings.
   
    
6. Click the Advanced tab.
    
7. Make sure "Download shared folders" in unchecked, then click Add. 
   
   
    
8. In the "Add Mailbox" field that appears, type the beginning of the name of the shared mailbox you wish to access.
   • Shared mailboxes typically start with "SLE" followed by a space, then the name of the mailbox.
   • Note: You do not need to type @msu.edu. For example: type "SLE Emmons" to see listings for Emmons, including the SLE Emmons Desk.
      
9. Once you have typed the mailbox name, or at least the first part of it, click OK. 
   
    
10. If multiple matches are found, select the desired mailbox, then click OK.
    
     
11. The shared mailbox should appear in the field titled "Open these additional mailboxes." Make sure the appropriate mailbox is selected.
12. Click Apply. This may take several minutes and Outlook may appear to stop responding. Please wait for the process to finish. 
    Repeat steps 7-12 for each additional shared mailbox you wish to add.
    
    
     
13. When you are finished adding mailboxes, click OK.
14. Select Next, then Finish. Close Outlook, then re-open it.
15. Your shared mailboxes should appear along the left side (folders) panel of the Outlook window.
16. Congratulations! You have prepared connections to your shared mailboxes.

Once you have the mailbox connected, you should now have a new inbox listed in the side panel of oulook. For more information, see this link to the Microsoft instructions for using, sending and searching a shared mailbox.

Opening a Shared Mailbox in Spartan Mail on the Web

1. Open a web browser and navigate to spartanmail.msu.edu.
2. Log in with your MSU NetID and password. 
3. When your mailbox loads, click the icon for your profile in the upper-right corner of the window. This might be a circle with your initials or a picture of you.
   
   
    
4. Click “Open another mailbox.”
   
    
    
5. Type the the name of the shared mailbox into the "Open another mailbox field.
   You must type exactly the text that the name starts with. Most will start with SLE. For example, "SLE Emmons Desk."
    
6. A box with options matching your search appears. Click the correct mailbox to open it and work with its folders and messages.
   
    
7. Click Open.
   
    

If you do not have permission to the selected shared mailbox, you will receive an error.

For more information, see this link to the Microsoft instructions for using, sending and searching a shared mailbox.

Accessing a Shared Mailbox from an iPad or Mobile Device

• The Outlook App for mobile devices does not currently support shared mailboxes. However, article 416722 from the MSU IT Knowledge Base describes how you can create a shortcut to easily open a shared mailbox from a browser.

  http://itservicedesk.msu.edu/KB/416722