In order to access an Exchange shared mailbox, the manager of the shared mailbox must have granted you permission to it using the Manage Group Membership button on the Online Toolkit.

Note: If you would like to keep your personal email account data completely separate from a shared mailbox, you may prefer to create a separate Outlook profile for the shared mailbox rather than as an additional mail folder within your current profile. When you open Outlook 2003, you will be prompted to select a profile to use. It is recommended that you create a separate profile for the shared mailbox if you plan to use Microsoft Word for your email editor and/or use the Mail Merge feature to send email.

1. In Outlook 2003, select the Tools menu and then Email Accounts...
2. Select View or change existing e-mail accounts and click Next



3. Select your Exchange account in the list and click the Change... button.



4. It is recommended that you NOT use cache Exchange mode. Remove the check next to Use Cached Exchange Mode
5. You will be warned that you must exit Outlook 2003 for this change to take effect. Click OK. We will exit from Outlook 2003 later.
6. Click the More Settings... button.



7. Select the Advanced tab.
8. Click the Add... button.



9. Type in the name of the shared mailbox and click OK. In this example, we are wanting to access a shared mailbox named synergy. You will enter the name of the mailbox that you want to access. Click OK again to close the Exhange server window.



10. Click Next and then click Finish



11. After a short period of time that shared mailbox will appear in the mail folder list on the left side.



12. If the shared mailbox does not show up properly, quit Outlook 2003 and restart your computer (or log out of Windows and log back in).

Sending a mail message

Before sending a message from the shared mailbox, you must turn off the use of Word as your email editor as follows:

1. From the Tools menu, select Options...
2. Select the Mail Format tab.
3. Remove the check next to Use Microsoft Office Word 2003 to edit e-mail messages.

You will be able to send and receive mail messages using the shared mailbox as you would your own mail messages. However, when creating a brand new message, be sure to specify the shared mailbox account as the sender on the From: line:

1. Click the New toolbar button to create a new message.
2. Select the View menu and then the From field.
3. In the From: field of the new message, type in the name of shared mailbox and press tab.
4. Proceed as normal.

Removing a shared mailbox from view

If you have previously connected to shared mailbox and no longer want to see it or no longer have proper access to it:

1. In Outlook 2003, select the Tools menu and then Email Accounts...
2. Select View or change existing e-mail accounts and click Next



3. Select your Exchange account in the list and click the Change... button.



4. Click the More Settings... button.



5. Select the Advanced tab.
6. Select the shared mailbox in the list.
7. Click the Remove button.



8. Click Next and then click Finish