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Creating a shared email inbox

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Creating a shared email inbox makes it easy for a group of people to monitor and send email, as well as share a team calendar from one account.

A shared mailbox allows you and a group of colleagues to monitor and send email from a public email alias like studentservices@unsw.edu.au. When a person with access to the account replies to a message sent to the shared mailbox, the email appears to be from the shared address, not the individual user. You can also use the shared mailbox as a shared team calendar.

Create a shared inbox

  1. Please ensure that you have the following before requesting for the access:
    1. 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).
    2. The name or email address of the shared email
    3. If requesting for another staff member, the name(s) and/or zID of the people that require access.
  2. Submit a shared mailbox creation form 
  3. 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 access the shared email.

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

Self help guides

    1. Click here to access your UNSW email online.
    2. Your username will be your zID@unsw.edu.au e.g. z1234567@unsw.edu.au
    3. Your password will be your UNSW zPass.
    4. Click Sign in and complete the Multi-Factor Authentication process.
    5. Select your account icon in the top right and select Open another mailbox.
    1. Enter the shared email address and click Open.
      Your shared mailbox will now open in a new tab. 
    1. Open Outlook (new) and select File in the top left.
      Then select Account info.
    1. Select Shared with me, then click Add.
    1. Enter the email address of the shared email and click Continue.
    1. Once complete, click Restart Outlook for the mailbox to appear in your Outlook application.
    1. Open Outlook (classic) and select File in the top left.
      Then select Add Account.
    1. Enter the email address of the shared email and click Connect.
    1. When prompted with a Sign in prompt, remove the shared email address in the text field and enter your UNSW staff email in the format of zID@ad.unsw.edu.au and click next to follow through with the sign in process. 
    1. Once complete, restart Outlook for the mailbox to appear in your Outlook application.
    1. Open the Outlook Menu dropdown via the Mac Menu Bar and select Settings…
    1. Select Accounts.
    1. Click Advanced…
    1. Select Delegates, then select the + button. 
    1. In the pop up, enter the email address of the shared email, select the shared email you want to add, and click add.
    1. Click OK to add the mailbox.
    1. Once complete, the mailbox will appear in your Outlook application in the left navigation pane.  

  • Use the following steps to access a shared mailbox on a mobile device.

    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. If you have multiple accounts in Outlook Mobile, select the account that has permission to access the shared mailbox.
    4. After the account setup process is completed, the shared mailbox will display in your account list in Outlook for iOS or Outlook for Android.

Learn more about Outlook email

For more information about using Outlook, please visit the official Office support site. There, you’ll find helpful guides and resources to get the most out of your Outlook experience.