BlueM@il: Giving Others Access to a Shared Resource Mailbox


 

As the designated owner of a shared resource mailbox, you have the ability to grant others permission to access the Inbox, Calendar, and other folders within the account. A typical use case for this could be a shared mailbox that is used to contact your area, in which you need other staff or student employees to be able to review and respond to those messages as that mailbox rather than from their own email.

If these other people only require access to review items in the mailbox, create subfolders, move things around, etc. you can assign these permissions yourself using the directions below.

If any of these people require the ability to also send out emails from that mailbox, also known as "Send-As" rights, you must request these privileges by submitting a request form.

Once you have assigned them permission, be sure to provide them with instructions for accessing that mailbox, found here.

Please note that you need to be the owner or co-owner of the resource account logged directly into the resource account to add a delegate. You can log directly into the resource account using the following steps.

  1. Log into Outlook on the Web (OWA) - bluemail.depaul.edu
  2. Click your picture/name in the top right corner.
  3. Select "Open Another Mailbox".
  4. Type in the name of the resource account (IE. resource@depaul.edu)
  5. Click "Open".

Granting Access: Video Tutorial

Granting Access: Detailed Instructions

Using Outlook on the Web (OWA)

OWA just means that you are accessing your Bluem@il through a web browser by visiting bluemail.depaul.edu. This is the recommended method for adding non-owner access to a DePaul shared resource mailbox.

In order for somebody to be granted access to Inbox, Calendar, or other folders, access must first be granted to the account itself at the top-level. Granting Reviewer access at this level will allow them to see the folder structure itself but not what is in them or their subfolders. For definitions of the Permissions Levels, please see the table below.

Account Access

  1. Log into Outlook on the Web (OWA) - bluemail.depaul.edu
  2. Click your picture/name in the top right corner.
  3. Select "Open Another Mailbox".
  4. Type in the name of the resource account (IE. resource@depaul.edu)
  5. Click "Open". This will log you into the resource account itself.
  6. Right click the Folders area, located on the left side of the screen.
  7. Select Permissions.
  8. On the box that pops up click on the + icon.
  9. In the Add permissions box enter the name of the person you would like to grant permissions.
    1. If their name does not appear, click on Search Directory.
  10. Click on Add.
  11. Set the permissions that you want.  There is a table below that goes over the default permissions available.
  12. Click OK.

Inbox Access (or other folder)

The following steps are used to grant permission at the folder level, allowing them to see the contents of the folder, create subfolders, etc. depending on the permissions you assign. Note that you need to complete the previous set of steps ("Account Access") for these folders to be accessible by the delegate.

  1. Log into Outlook on the Web (OWA) - bluemail.depaul.edu
  2. Click your picture/name in the top right corner.
  3. Select "Open Another Mailbox".
  4. Type in the name of the resource account (IE. resource@depaul.edu)
  5. Click "Open". This will log you into the resource account itself.
  6. Right click the Inbox (or other folder), located on the left side of the screen.
  7. Select Permissions.
  8. On the box that pops up click on the + icon.
  9. In the Add permissions box enter the name of the person you would like to grant permissions.
    1. If their name does not appear, click on Search Directory.
  10. Click on Add.
  11. Set the permissions that you want.  There is a table below that goes over the default permissions available.
  12. Click OK.

Note: that the steps for Inbox Access need to be repeated for all folders and subfolders the person needs access to by the owner of the account.

Calendar Access

  1. Log into Outlook on the Web (OWA) - bluemail.depaul.edu.
  2. Click on the Calendar icon from the menu on the left.
  3. Click on Share at the top right corner and select which calendar you are sharing.
  4. Enter the name of the person you would like to share with.
    1. If their name does not appear click on Search Directory.
  5. Click the drop down next to their name to set their permissions.  There is a table below that goes over the permissions available.
  6. Click on Send at the top.

Using Outlook Desktop

In order for somebody to be granted access to Inbox, Calendar, or other folders, access must first be granted to the account itself at the top-level. Granting Reviewer access at this level will allow them to see the folder structure itself but not what is in them or their subfolders. For definitions of the Permissions Levels, please see the table below.

For Windows

Account Access

  1. Find the shared resource mailbox in your folder list.
  2. Right click on the resource name (top level above Inbox, Sent Items, etc. eg.SharedMbx@depaul.edu ).
  3. Select Data File Properties.
  4. Select the Permissions tab.
  5. Click Add and search for the person in the address book.
  6. Click the Add button (repeat for all people you would like to add).
  7. Click OK.
  8. For each new person you have added, select their name in the list and set the permission level desired. There is a table below that goes over the permissions available.

Inbox Access (or other folder)

  1. Right click the Inbox folder of the resource account.
  2. Select Properties.
  3. Select the Permissions tab.
  4. Click Add and search for the person in the address book.
  5. Click the Add button (repeat for all people you would like to add).
  6. Click OK.
  7. For each new person you have added, select their name in the list and set the permission level desired. There is a table below that goes over the permissions available.

Note: that the steps for Inbox Access need to be repeated for all folders and subfolders the person needs access to by the owner of the account.

For macOS

Account Access

In order for somebody to be granted access to Inbox, Calendar, or other folders, access must first be granted to the account itself at the top-level. Granting Reviewer access at this level will allow them to see the folder structure itself but not what is in them or their subfolders. For definitions of the Permissions Levels, please see the table below.

  1. Find the shared resource mailbox in your folder list.
  2. Click on the name of the shared mailbox (top level above Inbox, Sent Items, etc. eg.SharedMbx@depaul.edu).
  3. Select Sharing Permissions.
  4. Click Add User and find the user you want to give permissions to the resource account.
  5. Select the desired Permission Level. There is a table below that goes over the permissions available.
  6. Click OK.

Inbox Access (or other folder)

  1. Right click the Inbox folder of the shared resource mailbox.
  2. Select Sharing Permissions.
  3. Click Add User and find the user you want to give permissions to the shared resource mailbox.
  4. Select the desired Permission Level. There is a table below that goes over the permissions available.
  5. Click OK.

Note: that the steps for Inbox Access need to be repeated for all folders and subfolders the person needs access to by the owner of the account.

Permissions Levels

Inbox (or other folder)

Permission Level Description
Owner Full rights to the folder, including assigning permissions to others
Publishing Editor Create, read, edit, and delete all items, and create subfolders
Editor Create, read, edit, and delete all items, and create subfolders
Publishing Author Create and read items and subfolders, and edit and delete created items
Author Create and read items, and edit and delete items you create
Non-editing Author Create and read items, and delete items you create
Reviewer Read items only
Contributor Create items only (folder contents are not visible)
None No permissions (you cannot open the folder)

Calendar

Permission Level Description
Availability Only Shows the times of items on your calendar and no other details
Limited Details Shows the time, subject, and location
Full Details Shows the time, subject, location, and other details of all items 
Editor Can edit your calendar as well as view all details of calendar items
Delegate Can editor your calendar, view full details, and send and respond to meeting requests on your behalf