Shared Mailbox

What is required to get a password enabled SharedMailbox

A regular SharedMailbox gives you access to a non-personal mailbox where access to it is controlled through your personal account. There is therefore no username and password that can be used to log in to other services, and how you use your SharedMailbox is restricted by functionality in Microsoft products and services.

Valid reason to get a password enabled SharedMailbox

• If you need to use Teams as a non-personal user.
• If you have an e-mail client that does not support SharedMailbox delegated access.
• If you need to work with SharePoint as a non-personal user.

If the need changes and no valid reason exists, we will change the account to a regular SharedMailbox.

Email address and User principal name (UPN)

A SharedMailbox has an email address that is used to send and receive mail. There is also a UPN which is the username of the account. When signing in, UPN is always used.

Example

Guides

Use the OTP code for initial login

After the mailbox is activated, you will receive an email with username/UPN and OTP code. Use this to sign in on https://login.microsoftonline.com External link, opens in new window..

• You will be prompted to select a new password.
• You will be prompted to set up MFA.

After this is done, you can use the mailbox with your new password.

Configure MFA

If you want to configure multiple multi-factor methods for the account. Can you do it on aka.ms/mysecurity External link, opens in new window.. Authenticator App is the recommended method. But it is also possible to use SMS.

Reset the password

If you need to reset the password for the account, do so at https://passwordreset.microsoftonline.com External link, opens in new window.. Your personal email address is entered in advance as a recovery address. A code is sent to it which is used to set a new password.

Use

Webmail

Go to https://outlook.office.com External link, opens in new window. and sign in with UPN and password. You can also use delegated access and go to https://outlook.office.com/mail/jutest@cloude.ju.se (change to your UPN instead of the example UPN) and sign in with your personal account. You may have to confirm with MFA.

Outlook

PC

If you have configured Outlook to use your personal JU-account. Your SharedMailbox will automatically be added to the same profile. If you have not done this you can add you SharedMailbox with UPN and password as a standalone account in Outlook. You may have to confirm with MFA.

Mobile

Add your SharedMailbox with the UPN as username and your password. You may have to confirm with MFA.

Teams

Web

Use the web client https://teams.microsoft.com External link, opens in new window. and sign in with UPN as username and the password.

Teams client

You need to sign in with your SharedMailbox account in the Teams client. If you have already signed in, you first need to sign out.

New Teams client

If you have the new Teams client installed, you do not need to sign out and in with your SharedMailbox account. Click on your profile picture in Teams and choose Add another account.

Difference between password and delegated access

Restrictions

Password enabled SharedMailbox can only be used for Microsoft 365 services Exchange Online (mail), Teams, and SharePoint. To sign into computers and other services use your personal account.