Accessing a Shared Mailbox Using Outlook 2007

 If you would like to keep your personal email account data completely separate from a shared mailbox, you may prefer to create an Outlook profile for the shared mailbox. When you open Outlook 2007, you will be prompted to select a profile to use. It is recommended that you create a separate profile for the shared mailbox if you plan to use the Mail Merge feature in Microsoft Word to send email.

1. In Outlook 2007, select the Tools menu and Account Settings...
   
2. Highlight your Exchange account and click Change....

 
3. Click More Settings....

 
4. Select the Advanced tab and click Add....

 
5. Type in the name of the shared mailbox and click OK. In this example, we are wanting to access a shared mailbox named itac@txstate.edu. You will enter the name of the mailbox that you want to access. Click OKagain to close the Exchange server window.

 
6. You will be returned to the More Settings window, click OK.
   
   
    
7. Click Next and then Finish.

 
8. Click Finish.
   
   
    
9. Click Close to close the Account Settings window.
   
   
    
10. After a short period of time the shared mailbox will appear in the mail folder list on the left side.

 
11. If the shared mailbox does not show up properly, quit Outlook 2007 and restart your computer (or log out of Windows and log back in).
     

Sending a mail message

You will be able to send and receive mail messages using the shared mailbox as you would your own mail messages. However, when creating a brand new message, be sure to specify the shared mailbox account as the sender on theFrom: line:

1. Click the New toolbar button to create a new message.
2. Select the Options tab and select Show From.
3. In the From: field of the new message, type in the name of shared mailbox and press tab.
4. Proceed as normal.

Removing a shared mailbox from view

If you have previously connected to a shared mailbox and no longer want to see it or no longer have proper access to it:

1. In Outlook 2007, select the Tools menu then Email Accounts...
2. Select your Exchange account in the list and click Change....
3. Click More Settings....
4. Select the Advanced tab.
5. Select the shared mailbox in the list.
6. Click Remove and click OK.