Exchange - Managing Distribution Groups and Shared Mailboxes

Overview

Managing Exchange distribution groups and shared mailboxes on Technology Services Exchange server is done via https://outlook.office.com.

Managing Shared Mailbox Access

In order to access a Microsoft 365 shared mailbox, an individual MUST have a Microsoft 365 Exchange account claim. Departmental Exchange administrators can claim a Microsoft 365 Exchange account for an individual who doesn't currently have one by using the Exchange management tool at https://gateway.tamu.edu/settings/proxy/exchange/.

1. Enter the NetID of the individual in the search box at the top right.
2. Click Add Claim in the Mailbox Claims section at the bottom of the page.
3. Select the group the mailbox should belong to, if you are an administrator of more than one Exchange management group.
4. Click Claim Mailbox.

Once the mailbox is claimed, it can take up to an hour for the account to become active in Microsoft 365. After the account is active there, it can be added to the Microsoft 365 shared mailbox.

Accessing Shared Mailboxes in Outlook

You will be able to access the shared mailbox from within Outlook. The shared mailbox should appear as another inbox in your Outlook side bar via autodiscover, but you may need to manually add it if it was not included via the autodiscover process.

Outlook for Windows.

If the shared mailbox is not being added to your Outlook application automatically, you can manually add it by:

1. Click on File.
2. Click on Account Settings.
3. Click on Account Settings from the drop down menu.
4. Double-click on your primary Exchange email account.
5. Click on More Settings.
6. Click on Advanced.
7. Click Add under Open additional mailboxes.
8. Enter the email address of the shared mailbox.
9. Click Add.
10. Provide your NetID@tamu.edu and your NetID password to authenticate to the account.

Outlook for Mac

If the shared mailbox is not being added to your Outlook application automatically, you can manually add it. In the New Outlook available for Mac, you can:

1. Click on File > Open > Shared Mailbox.
2. Enter the email address of the shared mailbox to search for it.
3. Select the shared mailbox.
4. Click Add.

In the classic version of Outlook for Mac, you can:

1. Click on Outlook.
2. Click on Preferences.
3. Click on Accounts.
4. Click the + (plus) sign.
5. Select New Account.
6. Enter the email address of the shared mailbox.
7. Click Continue.
8. Enter your NetID@tamu.edu.
9. Click Next.
10. Enter your NetID password.
11. Click Sign in.
12. Authenticate via Duo.
13. Click Done.

Accessing Shared Mailboxes Online

1. Go to https://outlook.office.com/
2. Log in with your NetID and NetID password.
3. Adding a shared mailbox.
   1. Right-click on Folders in the left side menu bar.
   2. Click Add shared folder...
   3. Type in the name or email address of the shared mailbox you need to add.
   4. Click on Search Directory if there are no results or multiple results.
   5. Select the shared mailbox you need to add.
   6. Click Add.
4. Removing a shared mailbox
   1. Right-click the shared mailbox.
   2. Click Remove shared folder...

If you have any questions, please contact Help Desk Central at 979-845-8300.