AAU It Services

Shared mailbox

What is a shared mailbox?

With a shared mailbox, multiple users can read and send mail from a shared mailbox and create appointments in a shared calendar. The users receive a shared mailbox in their mail system, separate from the personal mail and with the same structure of inbox, calendar, contacts etc.

If you would like to order, edit or delete a shared mailbox or have other questions for shared mailboxes, please contact IT-support.

 

How to access shared mail box

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    Shared mailbox in outlook

    Learn here how to access a shared mailbox in Microsoft Office Outlook. We assume that a manager of the shared mailbox already has granted you acccess.

    • Open Outlook.
    • Click on "Files" top left in outlook.
    • Click Account Settings and then again Account Settings.
    • Click "New".
    • Type in the Mailadress tab - then click next.
    • Click done/complete.
    • Restart Outlook.

    Your shared mailbox should now be in the bottom of the list to the left in your outlook.

    To send from the mailbox you just need to click the new mailbox, and hit new mail.

     

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    Shared mailbox in thunderbird

    Learn here how to access a shared mailbox in Thunderbird.
    We assume that a manager of the shared mailbox already has granted you acccess.

    Notice that you should give your username in the form:

    user@department.aau.dk\deltpostkasse@department.aau.dk *

    • Start Thunderbird.
    • Toggle the menu-line by pressing the Alt-key.
    • Click 'Tools', choose 'Aaount Settings'.
    • Click the 'Account Actions' i the lower left side of the appearing window.
    • Click 'Add Mail Account...'.
    • Type a name of your choice for the shared mailbox as 'Your name'.
    • Type the e-mail address of the shared mailbox as 'Email Address'.
    • Leave Password blank.
    • Click Continue.
    • Click 'Manual config'.
    • Correct the settings for 'Server hostname' like that:

    • Click Done and Ok.
    • When asked for a password, type your own.

     

     

    * Staff members at the Faculties of Humanities and Social Sciences must replace department with id.

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    Shared mailbox in webmail

    Open webmail at the address mail.aau.dk

    Add shared mailbox to webmail:

    • Log in with your AAU username and password.
    • Right-click on your name in the list on the left and select 'Add Shared Folder ...'
    • Find the shared mailbox by entering its displayname or e-mail address.
    • Click 'Add'.

    If the added mailbox does not now appear in the list on the left, try logging off and on again.

    Open shared mailbox in webmail:

    • Log in with your AAU username and password.
    • Click on your image at the top right.
    • Select 'Open another mailbox ...'
    • Find the shared mailbox by entering its displayname or e-mail address.
    • Click 'Open'.

    You will now see emails from the shared mailbox instead of your own. You can also send emails on behalf of the shared mailbox.

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    Shared mailbox on Android

    • Go to settings on your phone and select accounts.
    • Select Add account.
    • Account type must be Exchange Active.
    • Type the email address of the shared mailbox, e.g., kaffekasse@adm.aau.dk
    • Enter your own AAU password
    • Select 'Manual setup'.
    • Select 'IMAP' as the account type

    Incoming mail server

    • Username: user@department.aau.dk/deltmailbox@department.aau.dk
    • E.g., ulla@adm.aau.dk\kaffekasse@adm.aau.dk
    • Imap server: mail.aau.dk
    • Security type: SSL
    • Port 993

    Outgoing mail server

    • Username: user@department.aau.dk
    • SMTP server: smtp.aau.dk
    • Security type: TLS
    • Port: 587

     

     

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    Shared mailbox on Mac (OSx)

    Outlook 

    • Open the ’Tools’ menu and then select ’Accounts’
    • Click on your account and then select ’Advanced’ in the bottom right corner.
    • Select the ’Delegates’ tab.
    • Below the box ’Delegates who can act on my behalf’, click the plus sign.
    • Start by entering the name of the shared mailbox that you want to add to your mail.
    • When the name appears on the list, click on it, and then select ’Add’ and ’Ok’.
    • After a few seconds, the new mailbox will be on the list of your mailboxes.
       

    Alternative method for outlook

    • Open Outlook
    • Click 'Add Account'
    • ​If 'Add Account' does not appear
      • Select 'Tools'
      • Select 'Accounts'
      • Click on the tiny plus sign in the bottom right corner and select 'Exchange'.
    • Select 'Exchange Account'.
      • Fill in account information with the email address of the shared mailbox.
      • Authentication Method = Username and Password
      • Username is your own email address
      • Your password
      • Remember to tick off 'Configure automatically'.

     

    Mac Mail

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    Shared mailbox on iphone

    Below we will show you how to access your shared mailboxes on your iPhone.

    • Open Settings
    • Open "Mail, Contacts, Calendars"
    • Choose "Add Account..."
    • Choose "Other"

    On the next screen, select "Add Mail Account". 

    Fill out the following forms like this:

    • Name = name of the shared mailbox
    • Address = full email address of the shared mailbox
    • Password = your password
    • Description = optional

    Tap "Next". Click ”IMAP”

    • Name = name of the shared mailbox
    • Address = full email address of the shared mailbox
    • Description = optional

    Incoming mail server

    • Host name = mail.aau.dk
    • Username = your aau-email address / the shared mailbox' mail address
    • e.g., hgt@its.aau.dk/personaleforeningen@its.aau.dk
    • Password = your password

    Outgoing mail server

    • Host name = smtp.aau.dk
    • Username = your aau email address
    • Password = your password

    Tap "Next", choose what to sync and then click "Save".