Microsoft Outlook - Department Email Account - How to Request Access, Add Account to Microsoft Outlook, Send From the Account

This article pertains to existing department email accounts.  To request a new department email account, please see this page.

Request Access to an Existing Department Email Account

Submit a Get Access request form:  

1. Click on Request Access.  

• Category: IT Resources  
• Resource: Departmental Email Access Request 
• Application Role: Leave Blank  
• Description:  Include the full email address that access is needed for. Or, list the conference room that calendar access is needed for. 

2. Click on Request.     

NOTE: Department mailboxes are accessed via the credentials of the employee granted access to the account.

Add the Department Account to Outlook

NOTE: Before proceeding, please check which version of Outlook you are using (Classic or New) to follow the appropriate steps.

You will need to restart your computer to accept the new access before starting the steps below. 

Classic Microsoft Outlook (Windows):

1. From the ribbon at top-left, click File, then click the Add Account button (above the Account Settings box). 
2. On the Outlook pop-up window, enter the department email address and click Connect. 
3. On the UTRGV login pop-up window, select, Sign in with Another Account, remove the department email address and enter your UTRGV employee email address and password.  (Department mailboxes are accessed with your own credentials, as a delegate of the account).
4. Select, Sign in. 
5. Click Done. 
6. Close and re-open Outlook when you receive the message that the mailbox was added successfully. 
7. From the left pane underneath your personal mailbox, click on the department mailbox.  
8. Click the small arrow on the left of the department mailbox to expand and open it. 

NOTE: Allow some time for the email account to populate.  It may take a while for the index to build to enable the mailbox to be searchable. 
 

​​​New Microsoft Outlook (Windows):

1. Open the new Outlook app.
2. On the left side panel, find the Shared with me folder and click on the three dots next to it.
3. Select Add shared folder or mailbox.
4. Enter the full email address of the departmental account.
5. Click Add.

The department email should now appear within the Shared with me folder.

Classic Microsoft Outlook (Mac):

1. Open Microsoft Outlook. 
2. From the menu select Tools, select the Accounts option from the menu.
3. Click the "+" sign in the lower left-hand corner and select "Open Shared Mailbox" from the drop down.
4. Enter your Department email address click add.
5. Select Cancel once added.
6. Account will now be added to the left pane as a separate mailbox

New Microsoft Outlook (Mac):

1. Click on Outlook in the top menu.
2. Select Settings.
3. Go to Accounts.
4. Click on the + plus sign.
5. Select Open Shared Mailbox.
6. Type in the email address of the shared mailbox.
7. Click Add.

Outlook Web App (OWA):

1. Log in to my.utrgv.edu.
2. Click on the Office 365 icon under Applications. 
3. Click on Mail.
4. Click on your initials or profile picture on the far upper right-hand side.
5. Click Open Another Mailbox.
6. Enter the full email address of the department mailbox in the pop-up dialogue box.
7. Click Open.
8. A new tab will open in the browser for the department mailbox.

Outlook App on Mobile (iOS or Android):

1. Sign in to your primary account in Outlook App
2. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox.  
3. Enter the full email address of the department mailbox in the pop-up dialogue box.
4. Tap Add Mailbox.  The department mailbox should appear on the left navigation pane. (Swipe from left to right) .

See this Microsoft article for more info: 

SEND email from a department account: 

1. From the Home tab of the ribbon, click the New Email icon. 
2. Use the drop-down arrow of the From field to select the department account. 

NOTE: If the From field is not visible, click the Options tab on the ribbon.  From the Show Fields group, select the From field. 

Tags: get access department email