A Shared Mailbox is a type of Exchange Mailbox that is not associated with any single individual; rather any number of users can be given access so that they can view and reply to emails within it. A unique email address can be associated with the Shared Mailbox so that emails sent to this address go to the Mailbox, rather than to any individual.

Functions of Shared Mailboxes

Many departments find Shared Mailboxes useful for the following:

• Receipt of Applications.
• Support Queries.
• Sharing of email between teams or groups.
• Receiving Feedback.

Applying for a new Shared Mailbox

If you'd like to apply for a Shared Mailbox, please contact the ISS Service Desk with:

• The name you'd like for the Mailbox.
• The email address to be associated with the Mailbox (@lancaster.ac.uk).
• The list of people who should have access to the Mailbox (including their usernames).

Access a Mailbox that already exists

If you need to gain access to a mailbox that already exists, please have someone who currently has access to the mailbox contact the ISS Service Desk asking for you to be added to the access list. If you already have access to the mailbox and need to set it up to view emails, there are three different methods:

• Access alongside your personal mailbox in Microsoft Outlook
• Access in a Web Browser
• Access instead of your personal mailbox as your primary mailbox in Microsoft Outlook

Access alongside your personal mailbox in Microsoft Outlook

1. Open Outlook.
2. Click on Tools.
3. Click on Account Settings.
4. Select the Microsoft Exchange Account and click change.
5. Click More Settings.
6. Click the Advanced tab.
7. Click Add.
8. Enter the name of the mailbox (as it appears in the Global Address List) and click OK.
9. Click OK, next, finish then close.

Access in a Web Browser

1. Open your web browser.
2. Go to https://exchange.lancs.ac.uk/exchange/mailboxusername
   (The ISS Service Desk can provide the mailbox username if not known)
3. When prompted to log in, use your own personal credentials. Enter your username in the format: lancs\username

Access instead of your personal mailbox as your primary mailbox in Microsoft Outlook

1. Close Microsoft Outlook.
2. Go to Start, Control Panel, User Accounts, Mail.
3. Click Show Profiles.
4. Select the option that says Prompt for a profile to be used.
5. Click Add.
6. Type Shared Mailbox.
7. Tick the box that says Manually configure server settings or additional server types and click next.
8. In the Microsoft Exchange server box, enter: exchange-be3.lancs.local
9. In the User Name box, enter the full name of the mailbox as it appears in the GAL.
10. Click next and click Finish.
11. Open Outlook. To use the shared mailbox profile, select it from the list.

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