Shared mailboxes at Kean University allow departments, teams, or groups to manage emails collectively without sharing email credentials.
1. Request Access ( If not already granted)
Before accessing a shared mailbox, you must have permission. Shared mailbox access is typically requested by a supervisor or department head through the Kean IT Help Desk.
- Submit a ticket at https://helpdesk.kean.edu
- Include the following in your ticket:
- The shared mailbox name (e.g., [email protected])
- The users needing access
- Access type (read or full access)
Once approved, Kean IT will grant access and you will be notified via the ticket.
2. Access the Shared Mailbox via Outlook (Desktop App)
If you’ve been granted access, restart Outlook. The shared mailbox often appears automatically in your folder list on the left.
If it doesn't:
- Click on the "Settings" icon on the top right of the window.
- In the window, navigate to "Accounts" and in the "Your accounts" page, click "Add account".
- Type in the shared mailbox name and click "Continue".
3. Access via Outlook Web
- Go to https://outlook.office.com and sign in with your Kean email.
- In the top-right corner, click your profile picture or initials.
- Select "Open another mailbox".
- Type the shared mailbox email address (e.g., [email protected]) and click Open.
Prefer a Video Walkthrough?
You can also watch this short video created by Kean IT for a step-by-step walkthrough:
Sending Emails from the Shared Mailbox
When composing a new email:
- In Outlook, click From and select the shared mailbox.
- If you don’t see it, click "From", then select "Other Email Address", you will be prompted to type the shared mailbox address.
- Write and send your email. Recipients will see the shared mailbox as the sender.