Objective
Following these steps will connect you to a shared mailbox in Spartan Mail.
Environment
Spartan Mail
Windows
macOS
Before You Begin
A shared mailbox:
- Doesn’t have a username and password, so users cannot log on to it directly. A user signs in to his/her own mailbox and then opens the shared mailbox.
- When properly configured, when an authorized person sends email from the shared mailbox a copy of the message is stored in the "sent folder" of the user sending the message AND the shared mailbox.
Some units have used a departmental NetID to register computers for DHCP. Departmental NetID's should now be setup as shared mailboxes in SpartanMail (Office 365) with the login and related NetID disabled. The MSU ID Office (355-4500) can provide an FPID to units wishing to use an account to register computers on DHCP with a single login.
These instructions are for the classic version of Outlook. For instructions on the new Outlook, please see this page (link) on support.microsoft.com.
Steps
You can connect to the shared mailbox from spartanmail.com, or by adding it to your Outlook client. We recommend testing the connection first from spartanmail.msu.edu, and then adding it to your Outlook client.
From spartanmail.msu.edu
- Log in to spartanmail.msu.edu
- Select the icon in the upper-right corner of the screen and select Open Another Mailbox
- Enter the name of the shared mailbox and select Open
Adding a Shared Mailbox to Outlook on Windows
- Open Outlook
- Select the File menu in the top-left
- Select Account Settings to open the drop-down menu
- Select Account Name and Sync Settings
- Select More Settings...
- Select the Advanced tab
- Select Add...
- Type the email address of the shared mailbox
- Uncheck Download Shared Folders
- Select OK twice
- Select Cancel
- Select Close twice
- Close and re-open Outlook
- You're done! The mailbox should now be added.
Adding a Shared Mailbox to Outlook on a Mac
- With Outlook active, select File in the menu bar
- Select Open, then Shared Mailbox
- Search for the mailbox by email address or Display Name
- Select the desired mailbox
- Select Add
- You're done! The mailbox should now be added.
Additional Info
Troubleshooting
If you have issues with a shared mailbox, please see this article (link) for troubleshooting instructions. If that fails, then reach out to your local IT person to check that permissions are set up properly.
Sending Emails From the Shared Mailbox
To have emails show as being sent from the shared mailbox:
On a Mobile Device
For instructions how to access a shared mailbox from a mobile device, please see KB 936 (link).