Meet Outlook
Outlook is our primary email platform. Access it anywhere from the o365 portal, or download the Outlook desktop client on your computer or mobile device.
Quick tips
Calendaring
Delegation
Shared mailboxes
To add or remove users to or from a shared mailbox, the owner must submit a request to add/remove users to askit@yorku.ca. The request must include the Passport York username of each user being added/removed.
If you already have requested access a shared mailbox, you can view it by following the steps listed here.
- A shared mailbox is a term for a secondary account. These accounts are typically accessed by multiple people.
- Users who are granted access to a shared mailbox will see the shared account below their primary account when they log in to Outlook.
The table below explains the differences between Primary and Secondary accounts:
| Account Features | Primary Account (Personal Email) | Secondary Account (Shared Mailbox) |
| Login directly to O365 | Yes (Passport York authenticated) | No (users with permissions can access the shared mail via their personal account. Must be on O365) |
| Mailbox size | 100 GB | 50 GB |
| Archive mail (no quota) | Yes | No |
| Granting access | User can delegate access to other users | User must submit a ticket requesting access |
| Delegation features | Users can provide folder-level access, and granular calendar access (view/edit access) | Only users with full access permissions can provide shared mailboxes multi-level or granular access to folders and calendars |
| Send As / Send on Behalf of | Yes | Yes |
| Auto-reply | Can be set by primary users | Can be set by primary users through the Outlook Web App |
| Forwarding | Yes | Yes |
| Group membership | Can be added as a member to all group types | Can be added as a member of a distribution list but not a security group |
| Accessible via Mobile Client | Yes. Can be accessed via IOS/Android client, and can have multiple accounts attached | Can be accessed via IOS/Android client, and can have multiple accounts attached |
| Outlook desktop configuration impact | Yes. If multiple accounts are configured, may become temporarily unstable | Yes. During the adding process, the Outlook client freezes temporarily. Normal function will restore automatically shortly after |
| Mail sent from account | By default, stored in the user’s personal Sent Folder, but by request (via ticket) sent mail can be stored in a delegate’s sent folder | By default, sent mail is stored in the sender’s personal Sent Folder, but by request (via ticket) sent mail can be stored in the shared mailbox’s sent folder |
| IMAP access | Yes | No |
| Account Type | Requires a PY account associated with the owner | A secondary account is generally used by a department or for a course |
| Granted York Services | Yes | Central Web and Shared Mailbox services only |
For instructions on setting an automatic reply for a shared mailbox, click here!
- Windows Desktop: To add a shared mailbox using the Windows Outlook desktop client, click here!
- Mac Desktop: To add a shared mailbox using the Mac Outlook desktop client, click here!
- Web: To add a shared mailbox using the Outlook web client, click here!
- Mobile: To add a shared mailbox using the Outlook mobile app, click here!
