How to Add Departmental Mailboxes in Outlook Desktop Application

Shared departmental mailboxes make it easy for a specific group of people to monitor and send email from a public alias as opposed to their individual accounts. The administrator for the shared departmental mailbox will need to add you to the group of users before you can use it. You can then add the shared department mailbox.

Step-by-Step Guide

How to add the mailbox as a new account 

  1. Confirm with your department that your account has permissions to the department mailbox. 
    Please Note: Student Employees For student employees to get access to a departmental mailbox or calendar, the student employee's supervisor will first need to email HelpDesk@MissouriState.edu to have the student employee's account permissions added for the department mailbox or calendar.
  2. In Outlook, click on File tab.
     
  3. Click Add Account
    Click the button to Add Account.                                                                                                                                                       
     
  4. Enter the e-mail address for your departmental e-mail or alternate email account and click Connect.
    Enter the email address for the department or alternate email account.
     
  5. Outlook will search for the mailbox and then a Windows Credentials form will appear. Remove the departmental e-mail from the first field and enter your Missouri State Office 365 account (BearPassLogin@missouristate.edu) followed by your Password.
    verify your office 365 account.
     
  6. This option may be best for you if you are needing the option to send from a shared email account address, and save sent email in the Sent folder for the shared account for record-keeping purposes.  
     

How to add the mailbox as a new account in Outlook desktop application for Mac

  1. In Outlook, click the Tools tab at the top of the application screen.
    tools tab
     
  2. Click the Accounts button.
    accounts button
     
  3. Click the button and select New Account.
    add account button
     
  4. In the new window, enter the e-mail address for your departmental e-mail and click Continue.
    email address text box
     
  5. Outlook will search for the mailbox and then a Windows Credentials form will appear. Remove the departmental e-mail from the first field and enter your Missouri State Office 365 account (BearPassLogin@missouristate.edu) followed by your Password.
    email address text box
     
  6. Once the account has been added you can click Add Another Account or Done.
    account added dialog box
     
  7. The new account will appear in your list of accounts 
    account list
     
Please Note:  It has been noticed that some shared mailboxes were not able to be added to Outlook by entering the email address as Department@MissouriState.edu. After troubleshooting the issue, we see that it looks like adding them as Department@Live.MissouriState.edu works. We're unable to find any rhyme or reason as to which mailboxes require this. Not all mailboxes do this, and it’s rare that it happens, but it’s worth trying if you run into this issue.

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Details

Article ID: 91892
Created
Tue 11/12/19 10:12 AM
Modified
Wed 8/23/23 7:27 PM