There are two ways to add a shared mailbox in Outlook (Duke-supported versions of Outlook). This KB is to distinguish the differences/ advantages of using one way over the other, and then instruct a user how to connect a shared mailbox using either way.
Add a mailbox to your Outlook folder view as follows: Click on Tools Accounts then select your Exchange account at left. Click the Advanced button in the lower right. Click the Delegates tab.
The first option will add the mailbox more for viewing purposes. You will be able to read email from the shared mailbox but whenever you want to send an email 'from' the shared mail box, you would always have to click on 'from' button and drop the box down from your personal email to the shared mailbox email. Also, your shared mailbox sent mail and deleted mail will always be in your personal sent and deleted mail folders.
- To create a room mailbox, click New Room mailbox. Use the options on the page to specify the settings for the new resource mailbox. Room name: Use this box to type a name for the room mailbox. This is the name that's listed in the resource mailbox list in the Exchange admin center and in your organization's address book.
- Launch the Outlook app for iOS or Android and sign in to your account. Tap Add Account in the left pane, then tap Add a Shared Mailbox. If you have multiple Outlook accounts, choose the one that has access to the shared mailbox. Enter the email address.
- Either way, you will be presented with the new “add account dialog”: Enter the email address of the shared mailbox there, press the Connect button and wait for the autodiscover process to complete. This might take a while: Once Outlook manages to contact the server, you will be presented with a credentials prompt.
The second option will add the mailbox so that you are 'acting' as this particular mailbox. If you are in the shared mailbox for example, the 'from' field will automatically default to the shared mailbox (no manual drop-down necessary) and the sent and deleted items will show up in the shared mailbox's sent and deleted item folders instead of your personal sent and deleted items folders.
First option to connect a shared mailbox in Outlook:
1. Open Outlook
2. Click on 'File' tab in the top left
3. Account Settings > Account Settings (see image below)
4. Double click on your email account (see image below)
5. Click on 'More Settings' (see image below)
6. Click on 'Add' additional mailboxes under the 'Advanced' Tab (see image below)
Second option to connect a shared mailbox in Outlook:
1. Open Outlook
2. Click on 'File' tab in the top left
3. Account Settings > Account Settings (see image below)
2. Click on 'New' to create a new email account
3. Select 'Email Account' and then click 'Next'
4. Type the shared mailbox address into the 'E-mail Address' field and leave all the other fields blank, then click 'Next'
5. When/ if the auto-discover server box pops up, check mark the 'Don src='https://duke.service-now.com/t ask me about this website again' and then click on 'Allow'
5. When the credentials box pops up asking for your username and password, delete the shared mailbox from the username box and type in your NetID@duke.edu and personal NetID password instead. This will authenticate your credentials and verify if you have access to this shared mailbox. If you get a 'you do not have permissions..'error message, please contact your local IT support for them to grant you access to that shared mailbox.
How To Add New Mailbox In Outlook 2007
6. Restart Outlook
If you need further assistance, contact your local IT support group/person
You can also contact your appropriate Service Desk:
University Users: OIT Service Desk - 919 684 2200
Duke Medicine Users: DHTS Service Desk - 919 684 2243
User mailboxes are Exchange mailboxes that are associated with people, typically one mailbox per person. Each user mailbox has an associated Active Directory account that gives the person access to the mailbox to send and receive email messages, and create meetings and appointments.
When you create a new user mailbox in Exchange, you also create the corresponding Active Directory user at the same time. Or, you can create a new mailbox for an existing Active Directory account that doesn't have an associated mailbox. This is known as mailbox-enabling an existing user.
You can create user mailboxes in Exchange Server by using the Exchange admin center (EAC) or the Exchange Management Shell. The following table describes some of the important properties for user mailboxes.
| Property | Required or optional | Description |
|---|---|---|
| Alias | Optional | The Exchange alias (also known as the mail nickname) for the mailbox. The maximum length is 64 characters. Valid characters are letters, numbers and ASCII text characters that are allowed in email addresses. For example, periods are allowed, but each period must be surrounded by other valid characters (for example, pilar.pinilla). The alias value is used to generate the primary email address (<alias>@ <domain>). If you don't specify an alias value, the username part of the account name (user principal name) is used. The alias value must be unique. Note: Don't use apostrophes (') or quotation marks (') in the alias. Although these characters are allowed, they might cause problems later. |
| Display name | EAC: Required Exchange Management Shell: Optional | Identifies the mailbox in the EAC, and in address lists in Outlook and Outlook on the web (formerly known as Outlook Web App). The maximum length is 256 characters. Spaces and other text characters are allowed. In the EAC, the display name is populated by the values that you enter for the first name, middle initial, and last name, but you can specify a custom value. In the Exchange Management Shell, if you don't specify a value for the display name, the value of the Name property is used. The display name value doesn't need to be unique, but having multiple mailboxes with the same display name would be confusing. |
| Name | Required | Specifies the name of the object in Active Directory. Only administrators see this value in Exchange or Active Directory management tools. The maximum length is 64 characters. Spaces and other text characters are allowed. The name value must be unique. |
What do you need to know before you begin?
Estimated time to complete each user mailbox task: 2 to 5 minutes.
For more information about the EAC, see Exchange admin center in Exchange Server. To learn how to open the Exchange Management Shell in your on-premises Exchange organization, see Open the Exchange Management Shell.
You need to be assigned permissions before you can perform this procedure or procedures. To see what permissions you need, see the 'Recipient Provisioning Permissions' section in the Recipients Permissions topic.
For information about keyboard shortcuts that may apply to the procedures in this topic, see Keyboard shortcuts in the Exchange admin center.
Tip
Having problems? Ask for help in the Exchange forums. Visit the forums at: Exchange Server, Exchange Online, or Exchange Online Protection.
Create user mailboxes
The procedures in this section describe how to create a new mailbox and the associated Active Directory user account.
Use the EAC to create user mailboxes
In the EAC, go to Recipients > Mailboxes.
Click New () and then select User mailbox.
Note: A linked mailbox is a local mailbox that's associated with a user account in a different (trusted) Active Directory forest. For more information, see Manage linked mailboxes.
On the New user mailbox page, configure the following settings. Settings marked with an asterisk (*) are required.
Alias
Existing user or New user: Select New user.
First name
Initials
Last name
* Display name: By default, this field is populated with the names you enter in the First name, Initials, and Last name fields, but you can override it. The maximum length is 256 characters.
* Name: By default, this field is populated with the names you enter in the First name, Initials, and Last name field, but you can override it. The maximum length is 64 characters, and the value must be unique in your organization.
Organizational unit: Typically, the default location for the user account is the Users container. To change it, click Browse and select the OU or container where you want to create the account.
* User logon name: This is the Active Directory user account that's created and associated with the mailbox.
Notes:
Don't use apostrophes (') or quotation marks ('). Although these characters are allowed, they might cause problems later (for example, assigning access permissions to the mailbox).
If this value is different than the Alias value, the user's email address and account name will be different (important if the email domain and the Active Directory domain are the same).
* New Password: Verify the value complies with your organization's password length, complexity, and history requirements.
* Confirm password
Require password change on next logon: Select this check box to force the user to change the initial password when they first sign in to the mailbox.
You can click Save to create the mailbox and the associated Active Directory user account, or you can click More options to configure the following additional settings:
Mailbox database: Click Browse to select the mailbox database that holds the mailbox.
Create an on-premises archive mailbox for this user: Select this check box to create an archive mailbox for the mailbox, and then click Browse to select the mailbox database that holds the archive mailbox. Items are automatically moved from the primary mailbox to the archive based on the retention policy settings. For more information, see In-Place Archiving in Exchange Server.
Address book policy: ABPs define a global address list (GAL), an offline address book (OAB), a room list, and a set of address lists. An ABP gives the user access to a customized GAL in Outlook and Outlook on the web. For more information, see Address book policies in Exchange Server.
When you're finished, click Save.
Use the Exchange Management Shell to create user mailboxes
To create a user mailbox in the Exchange Management Shell, use the following syntax:
This example creates a new mailbox and Active Directory user account for Pilar Pinilla with the following settings:
Required parameters:
Name: Pilar Pinilla. This value is also used for the display name, because we aren't using the DisplayName parameter.
UserPrincipalName: The Active Directory account name is
pilarp@contoso.com.Password:
Pa$$word1
Optional parameters:
FirstName: Pilar
LastName: Pinilla
The alias value is
pilarpbecause we aren't using the Alias parameter, andpilarpis taken from the UserPrincipalName parameter value.
For detailed syntax and parameter information, see New-Mailbox.
How do you know this worked?
To verify that you've successfully created a user mailbox, use either of the following procedures:
In the EAC, go to Recipients > Mailboxes, and verify the mailbox is displayed in the list.
In the Exchange Management Shell, replace <Name> with the Name parameter value that you used, and run the following command:
Create mailboxes for existing user accounts
When you mailbox-enable a user account, you can only select existing Active Directory users that aren't already mail-enabled (no mail users or accounts that already have an associated mailbox).
How To Add New Mailbox In Outlook 2010
Use the EAC to create mailboxes for existing user accounts
In the EAC, go to Recipients > Mailboxes.
Click New () and then select User mailbox.
On the New user mailbox page, configure the following settings.
Alias: This setting is optional.
Notes:
Don't use apostrophes (') or quotation marks ('). Although these characters are allowed, they might cause problems later.
If this value is different than the username part of the user principal name, the user's email address and account name will be different (important if the email domain and the Active Directory domain are the same).
Existing user or New user: Verify Existing user is selected, and then click Browse to select an available account.
You can click Save to create the mailbox, or you can click More options to configure the following additional settings:
Mailbox database: Click Browse to select the mailbox database that holds the mailbox.
Create an on-premises archive mailbox for this user: Select this check box to create an archive mailbox for the mailbox, and then click Browse to select the mailbox database that holds the archive mailbox. Items are automatically moved from the primary mailbox to the archive based on the retention policy settings. For more information, see In-Place Archiving in Exchange Server.
Address book policy: ABPs define a global address list (GAL), an offline address book (OAB), a room list, and a set of address lists. An ABP gives the user access to a customized GAL in Outlook and Outlook on the web. For more information, see Address book policies in Exchange Server.
When you're finished, click Save.
Use the Exchange Management Shell to create mailboxes for existing user accounts
To create a mailbox for an existing user account, use the following syntax:
This example creates a mailbox in the mailbox database named UsersMailboxDatabase for the existing user named Kathleen Reiter, whose account name (user principal name) is kreiter@contoso.com.
Because we aren't using the Alias parameter, the alias value is
kreiter.Because we aren't using the DisplayName parameter, the value of the name attribute in Active Directory is used as the display name.
This example finds all user accounts that aren't mail-enabled and that aren't system accounts (the userPrincipalName attribute isn't blank), and then creates mailboxes for those accounts.
For detailed syntax and parameter information, see Enable-Mailbox and Get-User.
How do you know this worked?
To verify that you've successfully created a mailbox for an existing user, use either of the following procedures:
In the EAC, go to Recipients > Mailboxes and verify the mailbox is displayed in the list.
In the Exchange Management Shell, replace <Name> with the name attribute of the user, and run the following command: