Shared mailbox / Organisation address

In Office 365 organisationsadresser comes in the form of shared mailboxes. Here you will find information and instructions to help you on your way.

N.B. Only possible if you have been granted the permissions to the shared mailbox

In Microsoft Outlook

The shared mailbox should appear automatically in the left pane below your own mailbox some time after you have been granted the permissions.
You might need to restart Outlook.

When you see the shared mailbox below your own, you can open it and read the emails in the inbox and the other folders the same way you read your own email.

Send email from the organisation address

  • Click on "new email" and then on the "from" button. (if you can't see the "from" button, go to "options" and click on "show from")
  • Type in the address of the shared mailbox in the "other email address" field. (outlook will remember this from now on, however, you still have to switch to this address every time you want to send as the shared mailbox)

Now you can write and send your email as usual.
Please verify this works as you expect by sending an email to your own address.
If you get an error from "system administrator" in your own mailbox

  • Go to "file" -> "account settings" -> "download address book" and click ok.

 

In Outlook Web App - two alternatives

http://office365.hanken.fi

Alternaitve 1

Add the shared mailbox to your personal mailbox (so it looks like in Microsoft Outlook)

  • Right click on your name in the left pane and select "Add shared folder". (if you can't see your name in the left pane, click on "Folders -> More")
  • Type in the name or address to the shared mailbos and select it in the list when it appears and then click ok.
  • The shared mailbox will now appear below your personal mailbox as long as you have the right permissions.
  • When you see the shared mailbox below your own, you can open it and read the emails in the inbox and the other folders the same way you read your own email.

Send email from the organisation address

  • Click on "new email".
  • Click on the three dots above the email and select "show from".
  • If your name/address is on the "from" line, right click it and select remove.
  • Type in the address to the shared mailbox.
  • Write and send your email as usual.
  • Try to send one to your own email address first, to confirm it works as you expect.

Alternative 2

Open the shared mailbox in a new tab/window

  • Click on your little picture/figure in your top right corner. Select "Open another mailbox...".
  • Start typing the address or name of the shared mailbox, when it appears in the list, select it and click "open".
  • The shared mailbox will now open in a new browser tab or window.

You can now read the emails in the inbox and the other folders the same way you read your own email.
You can also reply to or send a new email as the organisation address.