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How to Use a Shared Mailbox Account
Disclaimers:
- Shared mailboxes look and behave similar to normal SEU accounts (Ex. "shared.mailbox@stedwards.edu"), but have limited access to applications (typically only Gmail).
- OIT recommends there only be one manager of a shared mailbox at a time and not to share the password among multiple people.
- If you need to reset the password, 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 email of the manager.
How to Access a Shared Mailbox as a Delegate
- Make sure the manager of the shared mailbox has already sent you an invite.
- If the invite has expired, the manager will need to delete you and re-invite you (instructions below).
- 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 to Manage a Shared Mailbox
If you don't know the password and need to reset it, please contact support@stedwards.edu.
OIT recommends creating a separate Google Chrome profile for your shared mailbox account, so it won't get mixed up with your own SEU account.
- Click your profile in the top-right of Chrome to open up your profile settings, and you should see an "Add Chrome Profile" button at the bottom.
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- You'll be prompted to log into Chrome (log in as your shared mailbox account, not your own SEU account).
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- To manage the details of the account (password, backup email, MFA methods, etc) go to identity.stedwards.edu/enduser/settings
- To add and remove delegates, see the next section.
How to Add/Remove Delegates of a Shared Mailbox
Once you've logged into your shared mailbox account, go to gmail.stedwards.edu > Settings gear button > "See all settings".
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- Once you are in the "All Settings" page, go to the "Accounts" tab, and you should see a "Grant access to your account" section at the bottom.
- If you do not see the the "Accounts" tab, then verify you are actually logged into your shared mailbox account (delegates cannot access these settings).
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- In the "Grant access to your account" section, you'll see a list of the people you've invited to become delegates, including their status and an option to delete them.
- At the bottom of this list, you'll see the option to "Add another account" aka invite another delegate
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- Clicking this button will allow you to invite a new delegate via their SEU email address.
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- This will allow someone to see and reply to the shared mailbox's emails without needing to log in to the account.
- Remind them to accept the invite before it expires.
- 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.