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eHelp » Email » PC: Group Mailboxes

Prerequisites:

To set up and access a group mailbox, the user must be a member of the group.

 

Methods:

Using Microsoft Outlook 2003 or Outlook Web Access, there are three ways to set up or access Exchange Group Mailboxes on a PC:

Web browser:

Outlook Web Access (OWA)

Protocols:

Note: We are ensuring that our email is even more secure by supporting "Secure Socket Layer" (SSL) for our Webmail, POP, IMAP and SMTP servers.

If you need to send or receive email before completing configuration of your local email client, you can still access email through your web browser interface at:

https://exchange.csupomona.edu.

• MAPI:
  
  Using your current Outlook email client (which uses a MAPI connection to the Exchange server), you can access a group mailbox. 
  
  Note: If you have not already configured your Outlook client for Exchange, please follow these instructions first .
  
  MAPI - Microsoft Outlook
  
  
• SSL POP/IMAP:
  
  You can also use any email client (Microsoft Outlook, Thunderbird, Entourage, Mac Mail, etc.) that supports a SSL POP or SSL IMAP connection to access an Exchange group mailbox.
  
  Note: You will need to establish a new SSL POP or SSL IMAP connection within your email client, using the following settings:
  
  Incoming Server: exchange.csupomona.edu
  Outgoing Server: smtp.csupomona.edu
  Login User Name: win\bronconame\groupname
  Login Password: BroncoPassword
  
  

SSL IMAP – Microsoft Outlook

 

Using Non-Outlook clients:

Thunderbird 2.0 for Windows

Note: First time setup must be accomplished on each client that requires access to the Exchange group mailbox.

 

Optional:

• In addition to adding the group mailbox to your Outlook profile, you can also connect to an Exchange group mailbox by using the following process:
  
  File > Open > Other user’s folder
  

• Adding a Group Mailbox to your Outlook Profile
  
  
• To set up a separate profile in Microsoft Outlook for a Group Mailbox:
  
  Setting up a separate Outlook profile for the group mailbox

 

Outlook Web Access (OWA)

Copy and paste the following link into your browser, substituting “mailbox” for the group mailbox name:

1. https://exchange.csupomona.edu/exchange/mailbox

Note: mailbox is the name of the Exchange group mailbox (e.g. for the group mailbox “helpdesk”, https://exchange.csupomona.edu/exchange/helpdesk).

MAPI - Microsoft Outlook

First time setup (one time only):

1. Click on the File menu.
2. Select the Open command.
3. Select the Other User’s Folder command.
4. On the Open Other User’s Folder dialog box, make sure that the Folder type selected in the Drop Down box is Inbox.
5. Enter the Name of the Group Mailbox on the Name field as follows:
   1. mailbox (e.g. helpdesk)

    

After first time setup:

1. Click on the File menu.
2. Select the Open command.
3. Select the name of the mailbox in the list.
   1. mailbox (Inbox) (e.g. helpdesk (Inbox))

   Note: This should be in your list of files that are already available to be opened.

Add a Group Mailbox to your Outlook Profile:

Note: First time setup must be accomplished on each client that requires access to the Exchange group mailbox.

For each user, configure each Microsoft Outlook Client.

In the Control Panel:

1. Click on the Mail icon.
2. Click on the Email Accounts button.
3. Use the View or Change Existing Email Accounts option (default).
4. Click the Next button.
5. Highlight the Microsoft Exchange Server item.
6. Click the Change button.
7. Click the More Settings button.
8. Click on the Advanced tab.
9. In the Mailboxes section, click the Add button.
10. In the Add Mailbox dialog box, enter mailbox (e.g. helpdesk).
11. Click the OK button.
12. Click the Apply button.
13. Click the OK button.
14. Close Microsoft Outlook.
15. Reopen Microsoft Outlook.
16. In the All Mail Folders box, click on the Mailbox-mailbox folder (e.g. Mailbox – helpdesk).
17. Click on Inbox.

 

NOTE: In addition to adding the group mailbox to your Outlook profile, you can also use the “File > Open > Other user’s folder” and connect to the group mailbox Inbox folder from within Microsoft Outlook 2003.

 

IMPORTANT NOTES:

• Items that are sent from the Exchange Group box mailbox (e.g. helpdesk) are stored in the individual user’s Exchange Sent folder and not in the Mailbox-mailbox (e.g. helpdesk).
• Items that are deleted from the Exchange Group box mailbox (e.g. helpdesk) are stored in the individual user’s Exchange Deleted Items folder.
• The signature for the Exchange Group mailbox can be changed if the user wishes.

 

To set up a separate Outlook profile for the Group Mailbox:

1. Go to the Start Menu.
2. Click Control Panel.
3. Double click the Mail icon.
4. Click the Show Profiles button in the Profiles section.
5. Click the “Prompt for a Profile to be used” radio button.
6. Click the Add button.
7. Add the Profile Name: use the group name, such as Help Desk or Studio Six.
8. Click OK.
9. In the email section, click the Add a New Email Account radio button.
10. Click Next.
11. Click the Microsoft Exchange Server radio button.
12. Click Next.
13. Enter “outlook.csupomona.edu” in the Microsoft Exchange Server box.
14. Enter the group mailbox name  (i.e.: if the email address is helpdesk@csupomona.edu, the group mailbox name would be helpdesk).
15. Click Finish.