University of California, Riverside

Office 365



Shared Email


What is a Shared E-Mail or Shared Mailbox? 

Shared Emails, also known as Shared Mailboxes or secondary email accounts, are shared mailboxes in Office 365 that make it easy for a group of people to monitor and send email from a common email address, like helpdesk@ucr.edu, department@ucr.edu or program-name@ucr.edu. Emails sent to these shared mailboxes go to a separate account than your personal emails. When a person replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, not from the individual user.

Shared mailboxes are a great way to handle email questions that may need to be sent to many people because several people in your organization can share the responsibility of monitoring the mailbox and responding to queries. Questions get quicker answers, and related emails are all stored in one mailbox.

To be aware of...

  • Shared Emails will not have access to One Drive or other Apps, only email and calendar. However, Shared Emails can add Groups. 

If your department has had a departmental or organizational email account, these accounts will be converted to a Shared Mailbox when migrating to Office 365. During the migration meeting with your department, please let C&C know your departmental emails and if any new ones need to be created.

How to request a Shared E-mail

Please see the EDIR page on how to request a Departmental/Shared/2nd Email. If a Shared E-mail needs to be deleted, also see the EDIR page above. 

Changes to a Shared E-mail

If you need to request additional people access to an existing Shared E-Mail, please contact the helpdesk@ucr.edu with the following information:

  • Name of the Shared Mailbox
  • Name of the current designed "owner" of the Shared Mailbox
  • The names and Net IDs of the persons who will need access to the mailbox (if they are students, you will need to already have Student Access Accounts established). 

How to use a Shared E-mail

Shared E-mails can be opened using the web version (OWA), Office 2016, and Office 2013. You will not be able to use a Shared E-mail account in Mac Mail or other clients. If you use a client besides Office, you will need to use the web version. When using the Mac version of Office, you will only have access to the Inbox and Calendar. There will be no access to other folders in Office for the Mac. 

On the web, through OWA, follow the steps below to open a shared email you have access to:

  1. Click on your user picture
  2. Select "Open another mailbox..." 
  3. Type in the email you have access to, it should auto populate
  4. Click "Open" and it will open a new window

How to Access and Use a Shared E-mail

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

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