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Access Shared/Vanity Email Mailbox

Important Note: As of July 1, 2018, individual programs/offices must add or remove people from your respective shared email accounts (e.g., ExtensionTechnology@mail.wvu.edu, BarbourCountyExtension@mail.wvu.edu, etc.).

To make access to the mailboxes easy, users have been added as "owners with full send as privileges." It's recommended that you continue to request users to be added in the same manner.


When you need access to a shared mailbox, you first need to make sure you are listed as one of the account’s owners. Then, you will add the mailbox to your account.

If you are not one of the account's owners, please ask one of the shared mailbox's current owners to add you as a "full owner with send as privileges." Do this via a ticket to ITS. An owner of the shared mailbox can request this change by submitting a ticket. Or, a current owner can contact the ITS Service Desk by calling 304-293-4444 or 877-327-9260 or by emailing this request to ITSHelp@mail.wvu.edu.

Once you have been added as an owner, then you can access the shared mailbox. Follow the sections below for help in accessing the shared account and to make changes to Outlook in order to send mail from the shared account.

TIP: To make sure you remember to read messages in the Inbox of the shared account, it's a good idea to add the shared mailbox's Inbox to Outlook's Favorites. To do this, RIGHT click on the Inbox of the shared email account and select "Show in Favorites." If Favorites does not show up in the top left area of your Outlook screen, then select View, drop down the Folder Pane option and select Favorites. You should then see Favorites and the Inbox for the shared account at the top left of your Outlook screen.

How Do You Add the Mailbox?

Using the Web App to Add a Mailbox (the preferred method)
  1. Log into the Outlook Web App— http://outlook.com/mail.wvu.edu—using your Login credentials.
  2. Open the shared mailbox by clicking on your picture at the top right of the screen and then selecting “Open another mailbox.”
  3. Type the name of the mailbox and, if needed, find it in the contact list/directory.
  4. Select it and then click on [Open].
Using Outlook to Add a Mailbox
  1. From the main Outlook screen, click on File, click on the Account Settings drop-down menu, and choose Account Settings.
  2. Click on the “Email” tab, choose your account, and then click on Change…
  3. Click on [More Settings…] and then the Advanced tab.
  4. Next, click on [Add…].
  5. In the Add mailbox blank, type the name of the shared mailbox and then click on [OK].
  6. To save your change, click on [OK].

Close the Account settings window, and the shared mailbox account will become available under your folder list on the left side of the screen.

How Do I Send from the Shared Mailbox?

When you need to send email from the shared account, you may first need to add both the "From" field to your outgoing message and then add the shared account.

Use the steps below to complete both of those tasks.

Add the "From" Field

  1. From within Outlook, select New message.
  2. Next, click on the Options tab.
  3. Click on "From" in the Show Fields section to add that field. You may also want to add the BCC field by following the same procedure.

Add the Shared Account

  1. With the new message open and your mouse positioned in the From field, click to drop down the options for that field.
  2. Click on “Other E-Mail Address….” and then start typing your shared account's name. For example, all county shared account follow the format of NameCountyExtension (e.g., BarbourCountyExtension). Select it once the Outlook address has located the account.

Note: You’ll only need to add it to the account listing one time and then just select it from the drop-down list when you send email from the shared mailbox.

When would you send mail from this account? You might use the shared account to send information from your office when you need a more generic email address. Many times, this shared email account is what is included on your website, in your newsletters, announcements, etc. Some of the benefits of a shared account are that multiple people can check it and also that it keeps the flow of communication going when there are staffing changes in an office.

TIP: To make sure you remember to check the mail of the shared account, RIGHT click on the Inbox of the shared account. Then, select "Show in Favorites" from the shortcut menu. If you do not see the Favorites section in the Folder Pane, select View, Folder Pane, and make sure Favorites is "checked." Add  your main mailbox's Inbox and any other folders you need to quickly access to the Favorites section, too. 

Important Note: Soil test results are sent to the shared mailbox in each county office. If you know your farm and garden clientele do not have an email account (indicated on the soil test results sent electronically to your office), you need to send them a hard copy via first-class mail.

Volunteer verification and training communications are also sent to county office shared mailboxes. Additionally, your shared/vanity email addresses are used on the web, and so it's critical that someone from your local program/office is tasked with regularly checking, forwarding and replying to email that's sent to the address.

Problems?

If you have problems getting the shared email account to display with your personal email account, please contact the ITS Service Desk and submit a service request ticket online, or by way of email or phone at 304-293-4444 or 877-327-9260.

How Can I Learn More?

Please refer to the links below for more information about your office’s shared mailbox.