General Information

Delegated email accounts are email addresses that are shared between multiple staff members in a department. These are typically for things like district, campus level, or departmental mailboxes. Some delegate accounts also exist for a specific purpose, such as the IS helpdesk mailbox at IS_help.desk@wvm.edu. Delegate accounts are sometimes referred to as shared mailboxes, shared inboxes, departmental email accounts, or shared addresses.

Delegate accounts first require that you are granted access by WVM District IS. If you require access to an existing delegate account or need a new one, please put in a ticket with the IS department. Please include the names of everyone who will need access to the new or existing account as well as its exact email address.

Viewing Mail in Outlook

Once you have been granted access to a delegated email account, you will need to restart Outlook or in some cases your whole computer to see it appear. Delegated accounts will generally appear underneath your personal mailbox, requiring you to scroll all the way down the folder list tree to see them. For example, our IS helpdesk delegated email account appears below the primary user email account below:

Viewing Mail in Outlook on the Web

If you want to access a delegated email account from the web version of Outlook, you will need to first log in with your work email that has access to it. Once signed in, click your profile picture at the top right of the page and select "Open another mailbox."

You will then see a pop-up appear where you can type in the full email address of the delegated account mailbox. When you hit Open, the delegated account will appear in a new tab.

Sending Mail

Not all delegated accounts are permitted to send mail, but if yours is, you can send mail from it on the desktop app by first enabling the "From" field setting. You can do this by first clicking New Email to get an email editor window to pop up. Make sure the editor for your new email is its own window! You will have to press Pop Out near the top right of the editor if not.

In the email editor window, press the Options tab at the top, then toggle the "From" option so that it's turned on.

Once toggled, you should see a From field appear above the To field when drafting your email. Click it and then select "Other Email Address..." to get a pop-up window where you can type in the address of your delegated email account.

Once you've entered your delegate account and hit OK, you are ready to type up your email. After doing this, the From dropdown should remember what you entered before so you can easily select it again in the future.

Sending Mail on the Web

To send mail from a delegated email account in the web view of Outlook, access the account in the same way that you would to view emails (see the "Viewing Mail in Outlook on the Web" section above). Once there, you can press "New mail" and type up your email like normal.

Further Questions

If you have any further questions or are encountering an issue with a shared mailbox, please put in a ticket with the IS help desk.