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Using a shared mailbox in Exchange environment

In a browser

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Method 1

1. You can type the address directly in the address bar in the format https://mail.metropolia.fi/owa/osoite. To access e.g the mailbox called tietohallinto, type https://mail.metropolia.fi/owa/tietohallinto@metropolia.fi.
2. Log in using your user ID.

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Method 2

1. Login to the web access service with your user ID (https://mail.metropolia.fi).
2. In the upper right corner, click on the head icon.
3. Select "Open another mailbox".
4. Enter the name of the mailbox and click OK.

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7. Click on OK:

8. Click on Finish:

Alternative method 2 (does not always work)

1. Click on File > Account Settings > Account settings...
2. In the Email tab, double-click on your Exchange account.
3. Click on More Settings...
4. Select the Advanced tab and click on Add...
5. Enter the email account name and click on OK.
6. Click on Apply and OK.
7. Close Outlook, and start it again. The shared account will show on the folder listing.

Using IMAP

You can browse a shared folder with IMAP by logging in with your user ID username in the form “pk/your IDusername/shared mailbox” and your password. For example the user “jukkatv” can browse the shared mailbox “tietohallinto” by logging in as “pk/jukkatv/tietohallinto”.

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Adding an automatic reply to a shared mailbox

1. First log in to a shared mailbox with your browser according to in a browser as explained In a browser guide above.

2. Choose from In the upper right corner settings , click on Settings and from there automatic replies.

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3. Define automatic reply for a shared mailbox.

Outlook and sender name

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In a new message, your personal email address is by default shown as the sender address even if you select a shared mailbox.

You can change the sender address in the new message window. To show the sender address field, click on Options > Show Fields > From. Now you can select the sender address from the drop-down menu. If the name of the shared mailbox is now shown, you can add it by clicking on Other E-mail Address. You can send email from addresses that you have access rights to.

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Shared e-mail address policy

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The university and its units must have organizational e-mail addresses for managing official business matters and services (e.g. kirjaamo@metropolia.fi or helpdesk@metropolia.fi). E-mail concerning the university’s services should be sent primarily to the university’s organizational e-mail addresses instead of individual empoloyee’s employee’s e-mail addresses. E-mail sent to organizational e-mail addresses can be accessed by more than one employee only.

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An e-mail address can also be implemented in such a way that mail sent to it is redirected directly to one or more persons mailboxes. In such a case all users will receive their own copy of the e-mail and they will not be able to see whether other users have read it or replied to it. Such redirection is not suitable for handling organizatiorial organizational e-mail addresses.

Mailing list server

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