How to Use a Shared Mailbox Account
Disclaimers:
- Shared mailboxes do not have access to Google Drive!
- There should only be one manager of a shared mailbox at a time. Please do not share the password among multiple people!
- If you need to assign a new manager or create a new shared mailbox, please contact support@stedwards.edu.
- Let us know the email of the shared mailbox and the username of the person who will be the new manager.
How Delegates Access a Shared Mailbox
Make sure the manager of the shared mailbox has already sent you an invite (or have them re-send it, if it's timed out).
Within 30 minutes after you accept the invite, you should see the shared mailbox in your Gmail inbox (gmail.stedwards.edu) if you click your profile in the top-right corner.
How Managers Access a Shared Mailbox
OIT recommends creating a separate Google Chrome profile and logging into it with your shared mailbox account.
- This way, it won't get mixed up with your own account.
Once you've logged into the account, just go to gmail.stedwards.edu.
If you don't know the password and need to reset it, please contact support@stedwards.edu.
How Managers Manage Delegates
Once you've logged into Chrome with your shared mailbox account, you can go to
And you'll be able to manage who is delegated to the account.
Clicking "Add another account" will allow you to send an invite to a new delegate.
- Remind them to accept the invite.
- Managers of their shared mailboxes should also add themselves as a delegate, so they don't need to log in as the shared mailbox account every time to check emails.
- Within 30 minutes after you accept the invite, you should see the shared mailbox in your Gmail inbox if you click your profile in the top-right corner.
- This will allow someone to see and reply to the shared mailbox's emails without needing to log in to the account.
You also have the option to "delete" delegates who should no longer have access (some may be deactivated accounts who are no longer at SEU).