Add your shared mailbox to your e-mail account

See instructions on how a shared mailbox can be added to your student or employee AAU-Mail. Please note that it is not possible to add shared mailboxes to mobile devices.

Add your shared mailbox to your e-mail account

See instructions on how a shared mailbox can be added to your student or employee AAU-Mail. Please note that it is not possible to add shared mailboxes to mobile devices.

A shared mailbox is a mailbox that works just like your own normal mailbox (AAU-Mail). However, the difference is that the shared mailbox can be used by multiple people, who will all be able to read and send mails from the shared mailbox. Additionally, it enables all users to create appointments in a shared calendar.

When the shared mailbox is added, it is placed separately from your personal mailbox. If you want to create a shared mailbox, you need to signin to the Serviceportal and create a case.

Add shared mailbox to Outlook on Windows

If you have added the shared mailbox to your Webmail but want to view it in the Outlook app as well, then you need to add it again.

Open Outlook
Choose Files
Choose Account settings
Click on New
Enter the e-mail address of the shared mailbox
Click Connect
Choose Exchange and a new dialog box will pop up
Choose More options
Choose Use another account
Enter your AAU-Username
Enter your password
Set a mark in remember my account details
Click OK to add the account
Click Done and close Outlook

Once you open Outlook again, the shared mailbox will be added to the list of your mails.

Add shared mailbox to Outlook on Mac

If you have added the shared mailbox to your Webmail but want to view it in the Outlook app on your Mac as well, then you need to add it again.

Open Outlook
Click on Tools in the menu
Choose Accounts and a pop-up window will appear
Click on the + icon
Choose new account
Enter the e-mail address of the shared mailbox
Click Continue
Fill out Domain/AAU-ID or AAU-Username
Enter your password
Click Add account
Click Done

The shared mailbox is now added to your AAU-Mail account and can be found in the list of your mailboxes.

Add shared mailbox to Webmail

It is required that you have set up multi-factor authentication (MFA) before you can log onto mail.aau.dk

Click here to see instructions on how to set up MFA

If you have set it up, please do as follows:

Search for mail.aau.dk in the address bar in a browser
Login with your AAU-Username and password
Right-click on your name on the list to the left
Choose Add shared folder
Enter the name or e-mail address of the shared mailbox
Click add

The shared mailbox has now been added to your AAU-Mail account on the Webmail.

Send e-mails from shared mailbox in Webmail

If you want to send an e-mail from the shared mailbox you need to open the shared mailbox in the Webmail. Follow this guide to set it up:

Search for mail.aau.dk in the address bar in a browser
Login with your AAU-Username and password
Click on your picture in the upper right corner
Choose Open another mailbox
Enter the name or the e-mail address of the shared mailbox you want to use
Click Open

The shared mailbox will open in a new tab, where you will be able to see the shared mailbox instead of your own AAU-Mail.

Add auto-reply

In order to setup auto-reply on a shared mailbox in Outlook you are required to:

You need to have access to the shared mailbox.
You need to add the shared mailbox to Outlook as a new account. After that you should be able to see the email address under your own in Outlook