PennO365 Shared Mailboxes

This article provides instructions on requesting and opening a shared mailbox in Penn's O365 mail system.

Requesting a Shared Mailbox

Requesting a new shared O365 email account

• Write to your Wharton Computing Support Representative requesting a shared mailbox to be created with the desired email address. The front part of the address (before the @wharton.upenn.edu) must be between 9 and 17 characters to meet naming standards.
• Provide a display name for the mailbox (often some variation of the email alias).
• Provide the PennKeys of everyone who should have Send As access and/or Full Access to the mailbox.

Requesting access to a shared O365 email account

If you need access to an already-created O365 account:

• Write to your Wharton Computing Support Representative to request Send As access and/or Full Access to a shared mailbox
  • Include the email address of the mailbox in your request.
  • Provide the PennKeys of everyone who should have Send As access and/or Full Access to the mailbox. 

 Once changes have been made, it takes approximately 15 minutes to receive access to the account. 

Accessing a shared mailbox

Accessing a shared mailbox using Outlook on the web

• Log in as yourself to your regular PennO365 account.
• Go to your picture in the top right hand corner.
• Select open another mailbox.
• Search for and select the mailbox. 

Accessing a shared mailbox using the Outlook client (Windows)

• You should be able to see the email as an additional mailbox in your Outlook profile about 15 minutes after it has been delegated, but you can also set up a separate profile using your own credentials (see directions in the next step). 

Creating an Outlook profile (Mail Merge Option): 

If you need to create a mail merge with mail coming from the address of the shared mailbox, you will need to sign out of your mail profile and sign into the shared account.  To create a profile for the shared account in your Outlook, follow these directions:

• Go to Control Panel, search for and select Mail (Microsoft Outlook) =>  Show profiles...=>  Add.
• Enter a description. This will bring you to the Add Account window. It should either show an empty name and email address field, or it will autofill your information.
• Change the email address to the shared account’s address (eg: whausername@wharton.upenn.edu). Name and password fields can be ignored.  Note: any shared account will have wha prepended to the username.
• Once Outlook finds the account, a new window will pop up with the shared email auto-filled in the account field. Continue to the next prompt. 
• Another window will pop up with the shared email auto-filled. Change the email address to your PennO365 username (eg. pennkey@upenn.edu) and your O365 password (it needs to be an account that has access to the shared mailbox) and click OK.

This should finish the setup and now you can access the account in its own profile.

Accessing a shared mailbox using the Outlook client (Mac)

• In Outlook, navigate to File => Open => Shared Mailbox...
• Start typing the email address and select and open the mailbox once it appears.

Passwords

Access to non-PennKey mailboxes is limited to delegation only. Logging in with a password on new non-PennKey mailboxes is automatically disabled. This was done to mitigate security risks as non-PennKey user accounts cannot participate in Penn's Two-Step Verification service.

Questions?

For questions, contact your Wharton Computing Support Representative