Shared Mailbox for Staff

Overview

A shared mailbox makes it easy for a group of people to monitor and send email from a public email alias like studentservices@unsw.edu.au. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user. You can also use the shared mailbox as a shared team calendar.

How to Access

Request for access from the IT Service Centre by sending through an email to itservicecentre@unsw.edu.au

Please ensure that you have the following before requesting for the access:

Approval from either the mailbox owner or manager/team lead (if the request comes from a staff member that already has the access to the shared email then that will also suffice).
The name or email address of the shared email
If requesting for another staff member, the name(s) and/or zID of the people that require access.

Once a confirmation email has been received from the IT Service Centre advising that you have been granted access to the shared email, please allow up to 4 hours before trying to add or accessing the shared email for changes to take into effect.

Please see guides below on how to access/add the shared emails.

Self Help Guides

Web browser (OWA) Set up

Step 1 – Click here to access your email online

Step 2 – Your username will be your zID@unsw.edu.au

Step 3 – Your password will be your UNSW zPass

Step 4 – Click Sign in

Step 5 – Your mailbox will open and you will need to select your Account icon and select Open another mailbox

Step 6 – Enter in the shared email address and click Open

Outlook (Windows) Set up

Step 1 – Open Up Outlook and select File > Add Account

Step 2 – Enter in the email address of the shared email and click Connect

Step 3 – Sign in with your UNSW staff credentials in the format of zID@ad.unsw.edu.au and password

If prompted for a password for the shared email again, please click on Sign in with another account and select your account.

Step 4 - Restart Outlook for the mailbox to appear in your Outlook

Outlook (Mac) Set up - New Outlook

For more information on the New Outlook for Mac, including features that are not yet available and how to turn off the New Outlook for Mac experience, please see: The new Outlook for Mac (microsoft.com)

Step 1 – Open up Outlook and select Preferences.

New Outlook for Mac - Outlook Preferences

Step 2 – Select Accounts.

New Outlook for Mac - Outlook Preferences - Accounts

Step 3 – In Accounts, select your UNSW email account and then click on the Delegation and Sharing button.

New Outlook for Mac - Outlook Preferences - Delegation and Sharing

Step 4 – Click on Shared With Me, then click on the + icon.

New Outlook for Mac - Outlook Preferences - Shared With Me

Step 5 – In the Open Mailbox... window, search for the shared mailbox's display name or email address, then click Add.

New Outlook for Mac - Outlook Preferences - Shared With Me - Open Mailbox

Step 6 – The shared mailbox should now appear in the Shared With Me list. Click Done and close the Outlook Preferences window.

New Outlook for Mac - Outlook Preferences - Shared With Me - Shared mailbox added

Step 7 – The newly added shared mailbox will appear in the Sidebar (left-most column) in the main Outlook window. You may need to scroll down and click on the arrow icon to view the full list of folders.

New Outlook for Mac - Sidebar - Expand folder list

Outlook (Mac) Set up - Classic Outlook

Step 1 – Open up Outlook and Select Preferences

Step 2 – Select Accounts

Step 3 – In Accounts click on the + icon and select New Account

Step 4 – Enter in the shared email and click Continue

Step 5 - The sign In details will be auto-populated with the email alias of the shared mailbox. Replace this with your UNSW staff credentials in the format of zID@ad.unsw.edu.au and then your zPass password.

Outlook (Android/IOS)

To access a shared mailbox on a mobile device, use the following steps.

Sign in to your primary account in Outlook for iOS or Android.
Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox
If you have multiple accounts in Outlook Mobile, select the account that has permissions to access the shared mailbox.

After the account setup process completes, the shared mailbox will display in your account list in Outlook for iOS or Outlook for Android.

To remove a shared mailbox, go to Settings > Accounts. Then tap on the shared mailbox and select Delete Account.

UNSW IT