- Add a shared mailbox using an alternate method when you have full access (including "Send as")

OVERVIEW

Target audience: Administrative staff, faculty members and students

In addition to your own McGill employee/student email account, you may have requested and been given an email-enabled non-personal account.
It is possible to set up "send as" permissions for your account.
The instructions below are the simplest way to set up a shared account in Outlook on Windows; it will appear as a new set of folders, in addition to your regular McGill email folders.

"Send as" and other permissions in Outlook

The "Send as" permission lets a user impersonate the shared mailbox when sending mail. For example, if Kweku logs into the shared mailbox Marketing Department and sends an email, it will look like the Marketing Department sent the email.

Other mailbox permissions in Outlook

Send on behalf: The Send on behalf permission lets a user send email on behalf of the shared mailbox. For example, if John logs into the shared mailbox Reception Building 32 and sends an email, it will appear as though the email was sent by "John on behalf of Reception Building 32".

Full Access: The Full Access permission lets a user log into the shared mailbox and act as the owner of that mailbox. While logged in, the user can create calendar items, read, view, delete, and change email email messages, and create tasks and calendar contacts. However, a user will Full Access permission cannot send email from the shared mailbox unless they also have Send as or Send on behalf permission.

Set up a non-personal email account in Outlook

Start by opening the Outlook application.
Click File > Account Settings, and select Account settings...
In the Account Settings window, click New....
Depending on your version of Outlook, you may see a different screen next.
On Outlook 2010 to 2016:

If you see the Add Account window shown above, enter the email address for the account in the Email Address field and leave the rest blank. Press Next to continue.

On Outlook 365:

If you see the Add Account window shown above, enter the email address for the account to add and click Connect:
McGill's sign in page will appear; do not enter a password. Instead, use the link "Sign in with another account".

By default, the email of the shared mailbox will be listed. Manually enter your personal McGill username and then press Next. Enter the password for your account.

Note: There is a known issue with newly converted shared mailboxes where the “Sign in with another account” option may not be available. If this happens, it means that the account might still be signed in. To sign out go to File > Office Account. Select Switch Account. A popup box will appear and display all other accounts that are currently signed in. Select the account you were trying to add, then click Sign out. You can then try adding the account again, starting at step 2.
NOTE:

On Outlook 365 you may not be prompted to sign in immediately; you may only be prompted when you attempt to expand the mailbox folders. You may also receive a warning about server settings.

Click on Allow.
If you entered everything correctly and the shared mailbox is set up to send/receive email, you should see the "Congratulations" screen. Click Finish to complete the setup.
You will be prompted to restart Outlook. Once you restart the application, you should now see the mailbox folders for the resource account in the left side pane.