A Microsoft 365 Outlook shared mailbox is a mailbox that multiple users can access to send and receive email messages. A shared mailbox is used when you want to collaborate with others using a common email address (e.g. help@mun.ca) and/or when the user(s) accessing a mailbox changes periodically (e.g. dean@mun.ca).

Requesting a shared mailbox   

Only users who have the @mun.ca Microsoft 365 Outlook email service can request and access shared mailboxes.

Microsoft 365 Outlook Shared Mailboxes must be requested by contacting the IT Service Desk at help@mun.ca or 709-864-4595. 

Please note that we do not provide shared mailboxes for student societies, groups or clubs.  We encourage users to explore alternative mail solutions to manage correspondence for this purpose.

Adding a shared mailbox to Microsoft 365 Outlook (web browser)

A shared mailbox needs to be requested and created before it can be added.

1. Login to https://outlook.office.com/ using your MUN Login account (@mun.ca address).  
2. Right-click Folders and then select Add a shared folder or mailbox. 
3. Enter shared mailbox address, such as gctest@mun.ca.  

For more information, go to Open and use a shared mailbox in Outlook for the web. 

Adding a shared mailbox to Microsoft 365 Outlook (desktop app)

Please note: Outlook is the only supported desktop app for accessing @mun Microsoft 365 Outook email.  To access your @mun.ca email with the Outlook Desktop App simply launch Outlook on your MUN-managed workstation. 

A shared mailbox needs to be requested and created before it can be added.

1. Open Outlook.
2. Select the File tab on the ribbon, then select Account Settings > Account Settings.
3. Select the Email tab.
4. Make sure the correct account is highlighted, then choose Change.
5. Choose More Settings > Advanced > Add.
6. Type the shared email address.
7. Choose OK > OK.
8. Choose Next > Finish > Close.

Send mail from the shared mailbox (desktop app)

1. Open Outlook.
2. Choose New Email.
3. If you don't see the From field at the top of your message, choose Options > From.
4. Click From in the message, and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.
5. Choose OK.
6. Finish typing your message and then choose Send.

   From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list.

   Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

For more information, go to Open and use a shared mailbox in Outlook.

Adding a shared mailbox to Outlook mobile app (phone)

A shared mailbox needs to be requested and created before it can be added. 

1. Open the app and login (see above for instructions on accessing your email from your phone).
2. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox.   
3. Enter the shared mailbox address, such as gctest@mun.ca.  
4. You can move between your different mailboxes from the app using the left navigation pane. 

Adding and removing users and owners

1. Login to https://outlook.office.com/using your MUN Login (@ca) account.
2. Click the settings gear icon in the top right corner, then "General". then "Distribution Groups".  Click on "To manage distribution groups, visit this portal  ".
3. Locate your shared mailbox in the Groups I own(Note that your shared mailbox will have a prefix before the mailbox name: a three-letter department code and a letter designating the type of object.
4. Double click on group name to edit the shared mailbox group:
   • To add or remove users, click on Members and then View all and Manage members.
     • Click Add members  and use the search box to locate new users. 
     • Select the user and hit Add
     • Only @mun.ca users can access shared mailboxes.
   • To add or remove owners, click on Members and then View all and Manage owners.
     • Click Add owners  and use the search box to locate new users. 
     • Select the user and hit Add
     • Only @mun.ca users can access shared mailboxes.

Need help? Contact the IT Service Desk.