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How to access functional mailboxes in Outlook and Webmail
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Contents
Purpose ................................................................................................................................... 3
Document support boundaries ................................................................................................. 3
What is Office 365? ................................................................................................................. 3
Viewing functional mailboxes in Webmail ................................................................................ 4
Viewing functional mailboxes in Webmail FAQ ....................................................................... 5
I can only see one of my functional mailboxes and not the others? ........................................ 5
How do I go back to viewing my personal mailbox? ................................................................ 5
I cannot access a functional mailbox on a portable device? .................................................... 5
I need to access a functional mailbox on an Android phone or Windows phone? ................... 5
I need to access a functional mailbox on an iOS portable device? ......................................... 5
Outlook 2010 - adding a functional account as a separate account ........................................ 6
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Purpose
This document is designed to assist and answer the most frequently asked questions with regards to Outlook Web Access following migrations to Microsoft Office 365 (Office 365).
Document support boundaries
This Document is written to support the following mail clients:
• Outlook 2010 (Windows) • Online Web Access (OWA)
Note: For any other versions of Email clients, please consult your manual, built in help system, place of purchase, or use online searches for configuration instructions.
What is Office 365?
Office 365 is a cloud based software service provided by Microsoft that offers secure, anywhere access to email and calendars, Office Web Apps, instant messaging, video conferencing, and file sharing. For a more detailed explanation please visit www.microsoft.com/en-us/office365/what-is-office365.aspx
The ANU Email Project will be implementing the email and calendaring functionality provided by Office 365 with the expectation that functionality such as file sharing and office web apps to be investigated for future implementation. ANU Staff will also be provided with instant messaging functionary through Microsoft Lync.
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Viewing functional mailboxes in Webmail
1. Sign in to Outlook Web App (http://outlook.com/owa/anu.edu.au)
2. Select Your Name in the top right of the Webmail interface.
3. Select Open Other Mailbox.
4. In the popup window, enter the name of the functional mailbox that you would like to open.
5. Select Open.
Note: This will open the functional mailbox that you have entered
6. You have successfully opened a functional mailbox in webmail.
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Viewing functional mailboxes in Webmail FAQ
I can only see one of my functional mailboxes and not the others? You will need to follow the above steps to respectively view each functional mailbox that you have access to.
How do I go back to viewing my personal mailbox? If you wish to go back to your personal mailbox, follow the above steps and enter your full name (eg John Smith) when prompted to “Open Other Mailbox”.
I cannot access a functional mailbox on a portable device? Access to a functional mailbox is not available on portable devices using ‘lite’ versions of web browsers. Web browsers on portable devices are required to be ‘full’ versions to allow access to functional mailboxes.
I need to access a functional mailbox on an Android phone or Windows phone? Access to functional mailboxes on your phone is available using OWA. Please note the web browser compatibility point above.
I need to access a functional mailbox on an iOS portable device? Contact your local IT Service Desk and log a job to have a local IT support staff configure the phone. As a work around, kindly use the Online Web Access until this has been configured
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Outlook 2010 - adding a functional account as a separate account
Note: A Microsoft Exchange Server account is required.
Only use the steps as a work around if you encounter persistent access to the Functional Mailbox after adding them using the above previous steps and allowing ample time for it to sync a copy from the Server.
1. Select the File tab.
2. In the Info menu select Account Settings.
3. Select Account Settings menu item.
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4. Select New.
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5. In the Add New Account window enter the following:
Functional Mailbox Name: (eg ANU Email Project)
Email Address: (eg [email protected])
Password: your ANU password
6. Select Next. 7. Wait for it to configure the account.
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8. Enter your credentials
User Name: enter your [email protected] (eg [email protected])
Password: your ANU password
Note: This may prompt you several times. Enter the same credentials as per instructed at the last number item. This will force Outlook 2010 to add the functional mailbox as a separate account using your own credentials.
A read and/or write access to the functional mailbox needs approval from your department. Please check with your department EA or director for access rights to the specific functional mailbox.
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9. Wait for it to configure and then Select Finish.
10. Select OK to agree to restart outlook.
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11. Select Close.
12. Close Outlook 2010.
13. Re-open Outlook 2010.
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14. Enter your credentials
User Name: enter your [email protected] (eg [email protected])
Password: your ANU password
Note: This may prompt you several times; enter the same credentials as per instructed at the last number item. This will force Outlook 2010 to add the functional mailbox as a separate account using your own credentials.
A Read and/or Write access to the functional mailbox needs approval from your department. Please check with your department EA or director for access rights to the specific functional mailbox.
15. Wait for Outlook to open.
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16. Check the folder pane of Outlook if you can now see the functional mailbox.
17. Select the File tab.
18. In the Info menu select Account Settings.
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19. Select the Account Settings menu item.
20. In Account Settings check the functional account has been added.
21. The functional mailbox has been added to your view successfully.
