Access
If your department or group needs a shared mailbox, please submit a request with the following information:
- Name of the shared mailbox
- Email of the shared mailbox
- Usernames of those who 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 submit a request to IT, 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 for a shared mailbox. You can go directly into a shared mailbox online by going to https://outlook.office.com/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:
- Click your name in the upper right corner 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 access the mailbox, they can add it to their Outlook. Here is how:
- If you are using the "old" 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 "Other Email Address...". If "From" is not visible, go to Options and click "From":
- Click "From...":
- Write the shared mailbox's name, choose it and click "OK". Choose "more columns" if you want to search for the email instead:
- Click "OK".
- Now you can choose whether 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 ensure the "From" option continues appearing, 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 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 shared mailbox name 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, 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
Submit a request
525-4222