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

Step 1 – Click here to access your email online

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

Shared Mailbox OWA

Step 3 – Your password will be your UNSW zPass

Shared Mailbox OWA

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

Shared Mailbox OWA

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

Shared Mailbox OWA

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

Shared Mailbox Windows

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

Shared Mailbox Windows

Step 3 – Select Exchange

Shared Mailbox Windows

Step 4 – When prompted to enter a password for the shared email, click on Sign in with another account

Shared Mailbox Windows

Step 5 – Sign in with your UNSW staff credentials in the format of zID@ad.unsw.edu.au and password

Shared Mailbox Windows

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

Step 1 – Open up Outlook and Select Preferences

Shared Mailbox Mac

Step 2 – Select Accounts

Shared Mailbox Mac

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

Shared Mailbox Mac

Step 4 – Enter in the shared email and click Continue

Shared Mailbox Mac

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
.

Shared Mailbox Mac
To access a shared mailbox on a mobile device, use the following steps. 
  1. Sign in to your primary account in Outlook for iOS or Android.
  2. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox
  3. SharedMailbox-Mobile1
  4. If you have multiple accounts in Outlook Mobile, select the account that has permissions to access the shared mailbox.
  5.  

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.

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