Managing Outlook Group Mailboxes

 

Outlook provides a way for users to manage their own mailbox as well as additional mailboxes, such as group accounts (also known as department mailboxes). Below are steps on how to manage both your own mailbox as well as a group mailbox.

The first method is the recommended way. A user logs into Outlook and then attaches the group mailbox to their profile. The process and steps are much easier and shorter. The second method allows the user to log into Outlook as the group mailbox and then add their Outlook mailbox to the profile. The important difference between the two methods is the default for the From: field when sending emails: The first method populates this field with your user account; the second method populates this field with the group account name. Another difference is the Sent Mail location of the message. In the first method, the message ends up in the user’s Sent Mail folder. In the second method, the message ends up in the group mailbox’s Sent Mail folder.

Note: In both methods, the user can override the From: field. In addition, when email is forwarded or replied to, the From: field is populated by the username from whatever account it is in.

Please feel free to call the ATUS Help Desk at 360.650.3333 if you have any questions.

 

Method 1- Add a Group Mailbox to your Outlook Profile

 

1. Open Outlook.
2. On the Tools menu, click E-Mail Accounts.
3. Click View or change existing e-mail accounts, and then click Next.
4. In the list, click the Exchange account type, and then click Change.
5. Click More Settings, and then click the Advanced tab.
6. Click Add, and then type the name of the group account . Click OK, then the following Next and Finish button(s) to save and get back to Outlook.

You will notice that a new folder (the group account) will appear in the Outlook Folder List. If you reply or forward emails from within this folder, the From: line in these new emails will be from the group account, not your account. New emails will be from you; however, you can change the From: field to list is as being sent from the group account.

Method 2- Create a Group Mailbox Outlook Profile, Add Your Account

 

1. Go to Start > Settings > Control Panel.
2. Double-click Mail and click Show Profiles.
3. Select Prompt for a profile to be used, then click the Add button.
4. Type in the group account name for Profile Name
5. Make sure that Add a new email account is selected and click Next.
6. Make sure that Microsoft Exchange Server is selected and click Next.
7. Enter Exchange.cms.wwu.edu for Microsoft Exchange Server name, and the group account for the User Name.
8. Click Check Name to make sure the account is correct, click Next.
9. Click Finish and then OK to exit and save.
10. Open Outlook. You should be prompted for a Profile. Select the newly created profile.
11. Now you need to add your own mailbox to this outlook profile. Please follow Method 1, but use your Outlook account as the mailbox to add.