Grant Access to a Shared Mailbox

Associated Service Faculty and Staff Email


This document describes how to grant access to a shared mailbox.


  • Access to Office 365 online
  • Owner of the Mailbox in Office 365
    NOTE: If you would like to create a department non-person account and manage the account, please submit a department non-person account request.

Grant Access to a Shared Mailbox

  1. Sign in to your online campus email account with your Campus email address and Password.
  2. Click the gear icon and select Mail.
  3. Click the General section to open it, then select Distribution groups.
  4. Under Distribution groups I own, select the account you’d like to access and click the edit pencil icon.
  5. The account options will appear in a new window. Select membership and click the plus icon.
    You will see three groups per each department / scheduling account. For instance, John Doe, the owner of, will see the following groups:

    • ZZZ scholars-Distribution [Members of this group will receive copies of everything sent to This list is empty by default.]
    • ZZZ scholars-FullAccess [members of this group will have full proxy rights to including the ability to view/update/delete items in the inbox, calendar, folders, contacts, tasks..)
    • ZZZ scholars-SendAs [members of this group will be able to send mail as]
    NOTE: The “-FullAccess” group does not provide that ability to send messages as the department / scheduling mailbox. In order to provide a user with both of these capabilities they must be members of both the “-FullAccess ” and “-SendAs” groups.
  6. Enter the name of the person you’d like to add, click the plus icon next to their name, and then click Save.
  7. The new member will now appear in the box under Members. To finish, click Save.


If you have questions, or need assistance, please contact the IIT Technology Service Desk at 404-413-HELP (4357) or