Shared Mailboxes

A shared mailbox is an email account that multiple users can use to read and send email messages. Shared mailboxes provide a generic email address (e.g. undergrad@library.illinois.edu) that anyone can use to inquire about library related activities, and allow multiple library staff members to monitor and reply to emails sent to the address.

How to Access a Shared Mailbox

Outlook

To access a shared mailbox in Outlook, you need to add the shared email account.

First, determine which version of Outlook you have:

outlook2010      Outlook 2010 has a yellow icon.

outlook2013      Outlook 2013 has a blue icon.

Then follow the instruction for your version of Outlook to add the shared account:

Webmail

A shared mailbox can be accessed from any web browser via the Outlook Web App (OWA). There are two ways to open a shared email account in the Webmail:

  • Add a Shared Email Account Inbox to your Webmail

    This gives you access to the Inbox of a shared email account, you will not see other folders, and you'll not be able to set up rules or do customization for the shared account.

  • Access a Shared Mailbox in Webmail (OWA)

    This is to open the entire shared mailbox and to set up server-side rules or do account-wide customization.

    SHORTCUT --- copy and paste this url into your browser
    https://webmail.illinois.edu/owa/shared_account@library.illinois.edu/
    (replace "shared_account" with your shared account name) and sign in with your NetID and Active Directory password.

Migrating from Squirrel Mail to Exchange

Folders and Emails

Only one person is needed to do the migration for a shared account. To move existing folders and emails from a Squirrel Mail account to a new Shared Exchange account:

  1. Follow the instruction on the left section to add the shared mailbox to Outlook.
  2. Clean up the Squirrel Mail, delete unwanted messages and organize saved emails into folders. Then create the same folders in Outlook:
  3. Add a temporary migration account in Outlook:
  4. Sync the temporary account with the Squirrel Mail account, then move folders and emails into the shared Exchange account:

Frequently Requested Features