Add a New or Shared Mailbox to Outlook (Windows)

Once your ASAR (Application Systems Access Request) is completed, you can follow these steps to add the mailbox to your Outlook desktop app. 

Step 1: Open the Outlook Desktop App. 

Step 2: Click on the File menu option located at the top of the Outlook app's menu bar. 

Step 3: Look for the "Add Account" button under the list of accounts. Click on Add Account. 

Step 4: This will open the "Add Account" prompt. Enter the email address of the mailbox. Do not fill in anything for the name or password fields on this prompt. Click Next. 

Step 5: Outlook will start searching for mail server settings for the mailbox account. You may be prompted to enter a password for the email address. However, please proceed to Step 6 before entering any passwords. 

Step 6: For most group, shared, or generic mailboxes, they will not have their own password. Click on Sign in with another account and proceed to Step 7. If the mailbox you are adding has its own password, continue with Step 8. 

Step 7: When adding a mailbox without its own password, sign in with your account credentials by typing in your @tru.ca email address and clicking Next. 

Step 8: Outlook will prompt you for the password. Enter the password and click Sign In. 

Step 9: You may be prompted for DUO authentication. Click on the DUO authentication method you use and complete the authentication process to continue. 

Step 10: Sometimes, Outlook may return you to the Enter Password  prompt after signing in with your own account credentials. If this happens, click on Sign in with another account again. A list of available accounts will be displayed. Click on your @tru.ca account, which was previously added, and click through the prompts. 

Step 11: Wait for Outlook to complete the login and set up the mailbox. 

Step 12: Click Finish when the process is done. 

Step 13: Outlook will prompt you to restart Outlook in order to see the mailbox. Click OK when prompted, then close and reopen Outlook. 

Step 14: Depending on the size of the mailbox, it may take longer than usual for Outlook to reopen after adding a group, shared, or generic mailbox. Please wait until Outlook finishes loading. If this process takes more than 10 minutes, please contact the IT Service Desk for assistance. 

Step 15: When Outlook is open again, the new mailbox will appear in your mailbox pane, and you can use the mailbox just like any other mailbox in Outlook. 

As the owner of the mailbox, it is necessary to share your mail account, Inbox, and Deleted Items with Folder Visible permissions at least. This ensures that subfolders of the Inbox can be accessed. Granting Read, Delete, or Write permissions to your Inbox is not required, but Visible and Create permissions are required for the Deleted Items folder.

You can grant access to an other employee using the following steps:

Step 1: Right-click on your account in Outlook and select Folder Permissions from the menu

Step 2: Click on Add... to add another user.

Step 3: Enter the name or email of the user you want to grant access to, then click the arrow symbol next to the search field. Choose the user from the list and click Add or double-click the account. Click OK to continue

Step 4: Now, you need to configure the permission level for the added user. Click on the user's account in the list.

Step 5: Use the drop-down menu to select the desired permission level. You can choose from predefined profiles or create a custom one.

Step 6: If necessary, further customize the permission settings using the options provided.

Step 9: Click "Apply" and then "OK" to save the changes.

Note: The screenshots may vary based on your specific Outlook version or configuration.

Please note that before you can add and view mailbox folders from another account, the "Share Mailbox Folders - Mailbox Owner" steps from the guide above must be completed. The mailbox owner needs to share their mail account, Inbox, and Deleted Items with at least Folder Visible permissions. This ensures that subfolders of the Inbox can be accessed by you.

Follow these steps to add a shared mailbox to your Outlook application:

Step 1: Open the Outlook Desktop App and click on the File option at the top-left.

Step 2: Click on the Account Settings button, then select Account Settings... from the drop-down menu.

Step 3: In the Account Settings dialogue, click on your personal "@tru.ca" email account from the list. Then, click on Change...

Step 4: In the Change Account dialogue, click the More Settings... button at the bottom-right.

Step 5: A Microsoft Exchange Settings dialogue will open. Click on the Advanced tab.

Step 6: On the Advanced tab, click Add...

Step 7: An Add Mailbox Prompt will appear. Type in the email address of the mailbox you want to add, and click OK.

Step 8: The email address will now be listed on the Advanced tab. Click "Apply" and then "OK."

Step 9: You will be returned to the Change Account dialogue. Click on Next > and then Finish

Step 10: Click Close to close the Account Settings and return to Outlook. Close and reopen Outlook for the changes to take effect and make the mailbox available for use.

Step 11: After restarting Outlook, you will see and access the account in the Mailbox & Folders pane as shown below.