Outlook

Meet Outlook

Outlook is York University's enterprise mail service for Faculty, staff, and graduate students

Quick tips

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 FeaturesPrimary Account (Personal Email)Secondary Account (Shared Mailbox)
Login directly to O365Yes (Passport York authenticated)No (users with permissions can access the shared mail via their personal account. Must be on O365)
Mailbox size100 GB50 GB
Archive mail (no quota)YesNo
Granting accessUser can delegate access to other usersUser must submit a ticket requesting access
Delegation featuresUsers 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 ofYesYes
Auto-replyCan be set by primary usersCan be set by primary users through the Outlook Web App
ForwardingYesYes
Group membershipCan be added as a member to all group typesCan be added as a member of a distribution list but not a security group
Accessible via Mobile ClientYes. Can be accessed via IOS/Android client, and can have multiple accounts attachedCan be accessed via IOS/Android client, and can have multiple accounts attached
Outlook desktop configuration impactYes. If multiple accounts are configured, may become temporarily unstableYes. During the adding process, the Outlook client freezes temporarily. Normal function will restore automatically shortly after
Mail sent from accountBy default, stored in the user’s personal Sent Folder, but by request (via ticket) sent mail can be stored in a delegate’s sent folderBy 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 accessYesNo
Account TypeRequires a PY account associated with the ownerA secondary account is generally used by a department or for a course
Granted York ServicesYesCentral 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!