Using a Google Shared Mailbox

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).
   
• IET recommends that there be only one manager of a shared mailbox at a time and that the password not be shared 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
How to Manage a Shared Mailbox
How to Add/Remove Delegates of a Shared Mailbox

How to Access a Shared Mailbox as a Delegate

• Make sure the manager of the shared mailbox has already sent you an invite (instructions for them below).
   
• If the invite has expired, the manager will need to delete you and re-invite you.
   
• Within 30 minutes after you accept the invite, you should see the shared mailbox as "delegated" in your Gmail inbox (gmail.stedwards.edu) if you click your profile in the top-right corner.
   
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How to Manage a Shared Mailbox
If you don't know the password and need to reset it, please contact support@stedwards.edu. If you are not the current owner of the account, and they are still here, please contact them first
IET 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
   
• Here's our article on setting up MFAs for your shared mailbox account.
   
• 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 "Accounts" tab, 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. Do not invite non-SEU accounts as delegates!
   
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• Remind them to accept the invite before it expires.
   
• Within 30 minutes after the invite is accepted, the invitee will be able to use the shared mailbox account as a delegate (see instructions above).
   
• Managers of a shared mailbox should also add themselves as a delegate, so they don't need to log in as the shared mailbox account every time just to check emails.