Shared Departmental Account Request Form (Faculty and Staff)
If you need to give access to a shared account to an individual, you should contact the account owner for the request. The account owner should contact their IT Support person or the ITS Help Desk and ask them to add the person to the security group for the account. This will give the user permissions to access the account.
Note: Healthcare users who need to access an Iowa Shared Account please see: Publishing or Sharing Your Office 365 Calendar
- Open http://office365.uiowa.edu
- Login with your HawkID@uiowa.edu and HawkID password
- Click the "Mail" tile listed in the available apps in the center of the screen
- Click the person icon in the top right corner
- Choose Open another mailbox
- Type the account name and click OK (e.g., helpdesk)
- The shared account will display.
Adding An Additional Mailbox (Note: sent items will be put in your personal Sent Items folder.)
- Open Outlook
- Click the File tab | select Account Settings | select Account Settings
- Select your account and click Change
- Click More Settings
- Click the Advanced tab
- Click Add
- Type the account name and click Add
- Click Ok to close out
NOTE: Adding a Second Exchange Mailbox in Outlook (Windows) is no longer supported by Microsoft.
- Launch Outlook 2016
- Choose Tools | Accounts
- Select your account and click the Advanced button.
- Select the Delegates tab.
- In the "People I am a delegate for" field, click the plus (+) sign.
- Search for the name of the shared account
- Select the account name and click Add
- Click OK
The easiest way to send a message from a shared account is to log in to the account using one of the above methods (i.e. through OWA or Outlook).
- Once you've logged in to the shared account through your personal HawkID, you're ready to create a message.
- Simply click New+ or New Email (OWA). When using Outlook 2016 and editing a new message, click the "FROM:" box and select which mailbox you would like the message sent from (your personal account or the shared account).
If you are having trouble logging in and sending a message with the shared account, your administrator may need to grant you access to the mailbox. Contact your department's IT administrator and request confirmation that your HawkID has been added to the mailbox's security access group.
- Launch Outlook 2011
- Choose Tools | Accounts
- Click on the + in the lower left corner
- Choose Exchange
- Email address: type the shared account email alias. eg. firstname.lastname@example.org
- In the Username field type your personal HawkID@uiowa.edu
- In the Password field type your HawkID Password
- Uncheck "Configure automatically"
- In the Server Address field type outlook.office365.com
(NOTE: if you have a password for the shared account you can use the account ID and password but it is not necessary if you have been granted the necessary permissions.)
- Select Add Account (Note: this may take a few minutes).
- Change the Account description and the full name to your departmental/shared account ID and Display Name.
- Close the window.
The shared Mailbox appears at or near the bottom of the "All Mail Items" section of the Mail Navigation Pane. You can manage the shared mailbox folders in the same way that you manage your personal Office 365 account folders.
Note: Below is another way to access a shared/deptl account in Outlook 2011 for Mac if you have been given Delegate rights. We recommend you try the steps above first.
- In Outlook 2011 for Mac, select the Tools menu and then Accounts
- In the window that appears, select your Exchange account and click the Advanced... button
- Click the Delegate tab. In the section named Users I am a delegate for, click the Add... button.
- The Select User window will appear. Type in the name of the shared mailbox in the text box and click the Find button. Select the desired user from the search result list that appears and click OK.
- Click OK again to close the accounts window. After a short period of time that shared mailbox will appear as a folder in the View list on the left side.
See Email and Calendar on Your Mobile Device for instructions. You must have a password for the shared departmental account in order to use this setup.
Sending a Message from a Shared Account Mailbox in Outlook In order to send a new message—so that it appears to come from the shared/departmental account
- Create a new e-mail message.
- Select the Options tab from the Ribbon Tab Bar.
- Select the Show From field so that the "From..." header appears in the new message,
- Type the shared account in the "From..." field or select the down arrow next to From and select in the account.
If you have the shared/dept. account added to your personal Exchange account as an additional mailbox, you can create a Rule to move a copy of outgoing messages from your personal Sent Items folder to the shared account's Sent Items folder. If multiple people manage a departmental account, each person should create the following rule, so that everyone will have access to outgoing messages sent from the shared acount, no matter who actually sent the message.
- Click File, then Manage Rules and Alerts.
- Click on the New Rule button.
- Click the Start from a blank rule | Apply rule on messages I send button.
- Select Check messages after sending and click Next.
- Check the box with specific words in the subject under Step 1.
- Click the specific words link under Step 2.
- Enter a short text string in the Search Text box (e.g., HR, CLAS) and click OK.
Note: You will need to add this text somewhere in the "Subject:" line each time you send a message from the shared account, so you will want to choose something short—your department abbreviation, for example.
- Click the Next button.
- Check the box move a copy to the specified folder under Step 1.
- Click the specifed link under Step 2.
- Select the Sent Items folder under your shared/dept. Mailbox and click OK.
- Click the Next button twice.
- Specify a name for the rule you just created (e.g., Copy2Sent) and click Finish.
Note: You will still have copies of the shared/dept. outgoing messages in your personal Sent Items folder—you can delete them.
If you have the shared/dept. account added as a second Exchange account (no longer supported by Microsoft), you must use the account password, the Sent Items will be in that shared account's Sent Items and not your own personal Sent Items.
You may want to set an auto-reply on your shared account so that every person who sends a message to the account receives an email back (e.g., your message was received).
- Login to OWA with your Hawkid and password.
- Click the Mail icon.
- Click the picture icon in the upper right corner.
- Click Open another mailbox.
- Type the account name, select it and press Enter.
- Click Open.
- Click the Settings (gear) icon.
- Select Autoreplies.
- Fill in the necessary information and click OK.
If you want your primary account and shared account to be displayed in the same window on OWA (Office 365 Web Access):
NOTE: this option does not allow you to Send email from the shared account, only view it.
- Login to OWA and go to mail.
- Right click on your name on the left hand side of the window directly above your inbox.
- One of the options in the dropdown window will be "Add shared folder...". Click on that.
- A new window will pop up with a search bar and an "Add" button. Type in the name of your shared account and hit enter.
- You should see your mailbox come up, just choose it and click the "Add" button.
- Your new shared mailbox should appear below your main account. Select it and it will expand to display the shared account Inbox etc...