Shared Mailboxes on UTmail+


UTmail+ supports a system of shared mailboxes, which permits multiple users to use a single email address. These accounts are most commonly used for a departmental email account (e.g. If you have an existing UTORexchange shared mailbox, it will be migrated to UTmail+ when your personal UTORexchange account is migrated. Shared mailboxes have one owner, who can then designate other users as reviewers, authors, or editors. In order to access a shared UTmail+ mailbox, you must have already been migrated to UTmail+

Owner Help

Create a Shared Mailbox — New UTmail+ Shared Mailboxes can be requested by departments who have already been migrated.

To create a shared email address or shared mailbox, follow these steps: 

  1. Obtain a letter on departmental letterhead from your organization which includes the desired email address and the name, telephone number and email address of the person responsible for the new email account. The account information will be mailed to the person responsible. If you wish to receive the information via email, please indicate that in the letter.
  2. Submit the letter to Robarts Library Reader Registration in one of the following ways:
    • by email – scan the letter and send it as an attachment to
    • fax the letter to 416-971-3131, or
    • bring the letter in person to the Reader Registration Desk, Robarts Library, 1st floor on the St. George Campus
  3. You will be given a library number and alternate ID number.
  4. Go to the UTORid Account Management page and click create a Departmental Shared Mailbox (faculty/staff only).
  5. Log in with your UTORid and password.
  6. Enter the library number and alternate ID number provided by Reader Registration. Click Validate.
  7. Read the Terms of Use and click I accept.
  8. Following the guidelines provided, create a password for the Shared Mailbox. Click Continue to the set-up for Email.
  9. Enter the preferred email address for the Shared Mailbox and click Check this email name.
  10. Enter a description of the Shared Mailbox, and the UTORid and password of the owner of the Shared Mailbox. Click Check your owner UTORid and password.
  11. Select the level of spam filtering and click Submit. You will see a confirmation screen for your request.

Giving Delegate Access to Others

Currently, delegate access must be arranged by sending a request to the Help Desk (

Opening a Shared Mailbox

Note: Your Shared Mailbox will appear automatically in the list of folders for your individual email if you are using Outlook 2016 on a Windows machine.

Set up a separate profile for a UTmail+ Shared Mailbox in Outlook 2016 for Window
Open a Shared Mailbox through Outlook on Mac 
Open a Shared Mailbox/Calendar through OWA

Mobile Device


Troubleshooting & Tips

Problem viewing all folders in shared mailbox

Signatures and Shared Mailboxes in Outlook

Changing the From address in UTmail+ Shared Mailbox message composition

View a Shared Mailbox’s calendar on your phone

Issue with sending mail from Shared Mailbox using Outlook

Tags: Office 365, UTmail+
Last update:
2018-02-27 16:06
Amanda Wagner
Average rating:0 (0 Votes)

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