Access
If your department or group needs a shared mailbox please create a ticket through the IT Service Portal, to create a shared mailbox we need:
- Name of the shared mailbox
- Email of the shared mailbox
- Usernames of those that should have access to the shared mailbox
If you need to add a new user to the shared mailbox or remove a user from it after it has been created then create a ticket through the IT Service Portal, the mail has to come from the mailbox itself or from someone who already has access to the mailbox.
The email has to include:
- The email of the shared mailbox
- Username of those you want to add or remove from the shared mailbox
Changing settings
Sometimes you need to set rules, automatic replies or other settings to a shared mailbox. You can go directly into a shared mailbox online by going to http://outlook.hi.is/sharedmailbox@hi.is/, make sure you change sharedmailbox@hi.is to the email of your shared mailbox. You log in with your University email and password, and then you are in the shared mailbox and can change the settings.
Another way is to go to outlook.hi.is:
- Go to the upper right corner, click your name and then "Open another mailbox".
- Write the email or name of the shared mailbox and click "Open". Now you should be in the shared mailbox.
Adding a mailbox to Outlook
Once the user has been granted access to the mailbox they will be able to add it to their Outlook. Here is how:
- If you are using the Outlook client in Windows the shared mailbox should automatically appear after you've been added to it.
- To send in the name of the shared mailbox go to "New Email":
- Click "From" and go to "Other Email Address...". If from is not visible go to Options and click "From":
- Click "From...":
- Write the name of the shared mailbox, choose it and click "OK". Choose "more columns" if you want to search for the email instead:
- Click "OK".
- Now you can choose if you want to send from your mailbox or the shared mailbox.
- Right-click on your email address in the left pane and select "Add shared folder or mailbox":
- Enter the email of the shared mailbox and click "Add":
- The shared email has now been added. To send from the email, start by creating a new email.
- Navigate to the "Options" tab and check "Show from".
- Click on "From" and then "Other email addresses"
- Enter the name or email of the shared mailbox. After an email has been sent from the shared mailbox it should continue to appear under "From"
- To make sure the "From" option continues to appear you need to select the gear ⚙️.
- Go to "Mail" → "Compose and reply" and check "Always show from" and then save.
Shared mailboxes are not visible by default in Outlook on macOS. You need to add the shared mailbox manually in order to see it.
- Go to "Tools" and "Accounts...":
- Click on "Delegation and Sharing":
- Go to "Shared With Me" and click the plus button in the bottom left:
- Type in the name or email of the shared mailbox, select it and click "Add":
- Click on Done:
- The shared mailbox should now be visible in the left sidebar in Outlook:
- Tap the top left icon:
- Tap the plus sign:
- Tap "Add shared mailbox"
- Write in the name of the shared mailbox and tap "Continue". The shared mailbox should now be visible by tapping the top left icon:
To add a shared mailbox to Outlook online that you have access to go to outlook.hi.is
- Right click on "Folders" and choose "Add shared folder":
- Write the name or email of the shared mailbox in the field and click "Add"
- Now you should see the shared mailbox in the folder pane. To be able to send from the shared mailbox click "New message"
- Select options and check "Show From"
- Click "From" and "Other email address...":
- Write the email or name of the shared mailbox, after you've sent from the shared mailbox once you can switch between your email and the shared mailbox by clicking "From"
- To keep the „From“ button from disappearing click on the gear:
- Go to „Compose and reply“ and check the „Always show From“ box, then click „Save“
Further information and assistance
IT Help Desk University Centre (Háskólatorg)
Mon-Thu 08:30-16:00
Fri 08:30-15:00
help@hi.is
525-4222