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Shared Accounts

Office 365
Shared Accounts

How shared accounts work in Office 365

A shared Office 365 account can be accessed by two more more individuals, allowing emails to be managed and replied to by multiple people during the business day, regardless of who is on duty. Unlike alias accounts, through which email is forwarded on to all group members, email in a shared account remains in its own account. 

Shared account members do not access the shared account directly. Instead, members are set as delegates for the account. They are able to access the shared email account either through the Outlook application or a Web browser.

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Request a new shared account

Complete and submit the NDSU Shared Email Account Form to initiate the account creation process.

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Grant delegate access to a shared account

  1. Go to the Microsoft Office 365 login page (right click to open in a new tab or window)
  2. Log in with your NDSU email address and the password associated with your NDSU electronic ID
  3. Click your name in the upper right corner, and then select Open another mailbox
  4. Type the name of the shared account and click Open
  5. Right click on the shared account name in the folder list on the left
  6. Select permissions
  7. Click the "+" symbol at the top
  8. Type the name of the person you want to grant permission to and once selected, click the add button
  9. Select either the Permission level from the drop down menu for preset permissions, or select customized permissions under ReadWriteDelete access and Other
  10. Click OK
  11. Repeat steps 2-7 for each person you want to add
  12. Once you've finished, provide the instructions below to the person(s) who will have access to the shared account

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Connect to a shared email account

You must be added as a delegate to the shared account before you can access it.

Outlook 2010/2013 (Windows)

  1. Open Outlook
  2. Click File, select Account Settings, and then select Account Settings
  3. From the email tab, double click your NDSU email address
  4. Click More Settings
  5. From the Advanced tab, click Add
  6. Enter the mailbox name for the shared account you want to access (e.g. ndsu.exampleaccount@ndsu.edu) and click OK
  7. Click Apply, click OK, click Next and then click Finish

You may be prompted to restart Outlook after you finish.

Online Web Access (OWA for Windows and Mac) 

  1. Go to the Microsoft Office 365 login page (right click to open in a new tab or window)
  2. Log in to your account using your email address and the password associated with your NDSU electronic ID
  3. In the upper right corner, click on the profile photo
  4. Choose Open Other Mailbox
  5. Enter the mailbox name for the shared account you want to access (e.g. ndsu.exampleaccount@ndsu.edu) and click OK
  6. Click Open, and the account will then open in a new window or tab

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Connect to a shared calendar

You must be added as a delegate to the shared account before you can access it.

Outlook 2010/2013:

  1. Click Calendar on the lower left menu
  2. Click Open Calendar in the upper ribbon
  3. Select Open Shared Calendar
  4. Type in the name of the Shared Account
  5. Click OK
  6. The shared calendar will open to the right of your calendar

Web Browser:

  1. Go to the Microsoft Office 365 login page (right click to open in a new tab or window)
  2. Log in to your account using your email address and the password associated with your NDSU electronic ID
  3. In the upper right corner, click on the profile photo
  4. Choose Open Other Mailbox
  5. Enter the mailbox name for the shared account you want to access (e.g. ndsu.exampleaccount@ndsu.edu) and click OK
  6. Click Open, and the account will then open in a new window or tab
  7. Once you are connected, click Calendar to open the shared account calendar

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    North Dakota State University
    IT Help Desk Phone: +1 (701) 231-8685
    Administrative Calls Only: +1 (701) 231-7961 / Fax: (701) 231-8541
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    Last Updated: Friday, June 19, 2015 4:02:24 PM