In some situations, you may need to have access to another person's mailbox. For example if another team member goes on leave or if you need to share the account.
Sharing passwords is a bad idea and not secure, so we use what is known as "Delegated Access" to facilitate multiple persons accessing one mailbox.
With this specific permission granted, it means you can open, read and send emails as that person from your own email account.
Follow the two guides below for either opening a delegated mailbox in a web browser or in your Outlook app on Mac or Windows 10.
1. Open a Delegated Mailbox in a web browser (Mac or Windows 10)
2. Open a Delegated Mailbox from your Outlook app on Mac
3. Open a Delegated Mailbox from your Outlook app in Windows 10
You Will Need...
- Your Mac or PC
- Your Email account username and password.
- Your mobile phone
1. Open a Delegated Mailbox in a web browser (Mac or Windows 10)
1.1 On your Mac or PC. Open a web browser (Chrome, Edge or Safari) and visit mail.yourcompanyname.com (Eg. insert your own company name where the bold letters are).
1.2 Sign-in with your work email address. Then, in the Navigation bar on the top of the Outlook screen, click on your name. A drop-down list will appear.
1.3 Click Open another mailbox.
1.4 Type the email address of the other mailbox that you want to open.
1.5 This will then open that mailbox in a new tab. Once you're done, just close the browser window.
2. Open a Delegated Mailbox from your Outlook app on Mac
2.1 On your MacBook, open the Outlook app.
2.2 In the Tools menu, choose Accounts, and select the account that has access to the mailbox.
2.3 Select Delegation & Sharing.
2.4 Choose the Shared with Me tab and click the + button to add a mailbox.
2.5 Search for the mailbox you wish to open, (eg. example@yourcompanyname.com) Click Add. This will then populate the delegated mailbox on to your folder view on the left.
2.6 Alternatively, you can also go to File > Open > Shared Mailbox, to open a shared or delegated mailbox.
Depending on the size of the mailbox, it will take some time to load all the messages and fully sync the mailbox. Please be patient.
3. Open a Delegated Mailbox from your Outlook app in Windows 10
First, close & restart Outlook. Check if the shared mailbox is listed in the folder pane on the left. If not you will have to add it manually. Follow these steps:
3.1 Open Outlook & choose the File tab in the ribbon
3.2 Choose Account Settings, then select Account Settings from the menu
3.3 Select the Email tab
3.4 Make sure the correct account is highlighted, then choose Change
3.5 Choose More Settings > Advanced > Add
3.6 Type the shared email address
3.7 Choose OK > OK
3.8 Choose Next > Finish > Close
Depending on the size of the mailbox, it will take some time to load all the messages and fully sync the mailbox. Please be patient.