Using and managing a shared mailbox online

Recent security updates have made logging into the same account by different people, difficult. Users will be kicked out and  prompted log in again. When this happens, please create a ticket requesting the account be shared.

To log into a share mailbox

• Log into your own Outlook account online
• In the upper right corner click on your user icon
• Select Open another mailbox
• In the box that opens, enter the email address of the shared mailbox
  • use the mailbox account not an alias
  • firstname.lastname@byuh.edu is an alias
• Outlook will locate the account and display the fullname in the box
• Click Open
• This will open a new browser tab with the shared mailbox

Managing a shared mailbox online. 

Initially, a mailbox permissions must be shared by the mailbox user or the email administrator. Shared mailboxes should be reviewed every time an employee leaves.

To manage a shared mailbox in Office 365:

• Open Outlook.
• In the Navigation Pane, locate the shared mailbox and expand it using the arrow to the left of its name.
• Right-click on Inbox and Sharing and permissions.
• 

  Select + to add someone.

  
• Enter the name of the person whom you want to have access and then select their name in the search results list.
• Adjust the Permissions as desired.

Permission levels - Activities that a sharing user can perform

Owner - Create, read, modify, and delete all items in the shared folder. As an owner, a user can change the permission levels that others have for the folder.

Publishing Editor - Create, read, modify, and delete all items, and create subfolders.

Editor - Create, read, modify, and delete all items.

Publishing Author - Create and read items, create subfolders, and modify and delete items that you create.

Author - Create and read items, and modify and delete items that you create.

Nonediting Author - Create and read items, and delete items that you create.

Reviewer - Read items only.

Contributor - Create items only.