Outlook Client: Department and Organization Mailboxes

This page contains instructions on how to manage department and organization mailboxes. Please note, if you are authorized in Exchange as the person managing the mailbox, you will be able to open the mailbox for that account as an additional mailbox in Outlook or Outlook Web Access.


If you do not have access, please have an authorized user of the mailbox create a Helpdesk ticket (help.pace.edu) requesting you access.

Step-by-step guide

  1. Open Microsoft Outlook
  2. Click File tab
  3. Select Account Settings from Info tab
  4. Click Account Settings

  5. Select your exchange account under the E-mail tab
  6. Click Change

  7. Click More Settings
  8. Click the Advance Tab
  9. Click Add
  10. Type mailboxname in the Add mailbox field
  11. Click OK
  12. Click OK
  13. Click Next
  14. Click Finished
  15. Click Close

Granting others permission to a folder:

You must first grant permission to the mailbox.

  1. Right-click on the desired mailbox and click Data File Properties


    The permissions are not inherited. If you wish to give access to every folder in the mailbox, you must perform the following steps for the mailbox, and then repeat the steps for every folder inside the mailbox that you want them to have access to.

    The Mailbox Properties dialog box displays.

  2. Click Permissions tab
  3. Click Add
  4. Find the name in the Global Address Book and click Add

  5. Click OK
  6. Choose the level of permission using the down arrow next to Permission Level
  7. Click OK

  8. Repeat the above steps for each folder you want to grant access to

To send mail from departmental mailbox in Outlook:

  1. Click New Email under Home tab
  2. Click the Options tab
  3. Click From in the Show Fields group


    The "From" Line will appear on your new message screen (These steps only have to be done once. The next time you want to send a message, the "From" line will appear automatically.)
  4. Click From
  5. Select the account through the Global Address Book


    The account must be selected from the Global Address Book. If the account is typed in the "From" field, you will be unable to send mail from account. You can only send email from accounts that you have been granted access to by Exchange administrators. You cannot send email from an email account that you have been given access to by others. 
  6. Compose the email as normal and click Send

To open an additional mailbox in Outlook Web Access:

  1. Go to Outlook Web App (email.pace.edu)


    In the Outlook Web App, only accounts that you have been granted full access to by Exchange administrators (i.e.; ITS) can be opened. This method cannot be used to open mailboxes that you have been given access to by other users.
  2. Click on the arrow next to your name located next to sign out

  3. Select Open Other Mailbox
  4. Type the mailboxname in the Select Mailbox box
  5. Click Open

The mailbox will open as a new folder on your left-hand sidebar.

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