Department Email Account in Microsoft Outlook: Request Access, Add Mailbox, and Send Email

Request Access to an Existing Department Email Account

To gain access to an existing department email account:

1. Visit the Get Access Request form.
2. Select Request Access.
3. Choose the following options:
   • Category: IT Resources
   • Resource: Departmental Email Access Request
4. In the Description field:
   • Enter the full department email address you need access to.
   • If calendar access is required, list the conference room name.
5. Select Request to submit the form.

Note: Department email accounts are accessed using the employee’s own UTRGV credentials. Access is granted as a delegate; department mailboxes do not have separate passwords.

Add the Department Email Account to Outlook

Before continuing, confirm which version of Outlook you are using (Classic or New) and follow the corresponding steps below.

Important: You may need to allow time for the mailbox to finish syncing after it has been added.

Classic Microsoft Outlook (Windows)

1. Open Microsoft Outlook.
2. Select File, then choose Add Account.
3. Enter the department email address, then select Connect.
4. When prompted to sign in:
   • Choose Sign in with another account.
   • Remove the department email address.
   • Enter your UTRGV employee email address and password.
5. Select Sign in, then select Done.
6. Close and reopen Outlook once you receive confirmation that the mailbox was added.
7. In the left pane, locate the department mailbox under your personal mailbox.
8. Expand the mailbox to view its folders.

New Microsoft Outlook (Windows)

1. Open the New Outlook app.
2. In the left pane, locate Shared with me.
3. Select the More options (three dots) next to it.
4. Choose Add shared folder or mailbox.
5. Enter the full department email address.
6. Select Add.

The department mailbox will appear under Shared with me.

Classic Microsoft Outlook (Mac)

1. Open Microsoft Outlook.
2. From the menu bar, select Tools, then Accounts.
3. Select the Add (+) button.
4. Choose Open Shared Mailbox.
5. Enter the department email address and select Add.
6. Select Cancel once the mailbox is added.

New Microsoft Outlook (Mac)

1. Open Outlook.
2. From the top menu, select Outlook, then Settings.
3. Go to Accounts.
4. Select the Add (+) button.
5. Choose Open Shared Mailbox.
6. Enter the department email address.
7. Select Add.

Outlook on the Web (OWA)

1. Sign in to the myUTRGV portal
2. Open Outlook web by using one of the options below:
   • Select any email from the Email panel.
   • Open Microsoft Outlook on the web
3. Select your profile icon in the upper-right corner.
4. Choose Open another mailbox.
5. Enter the full department email address.
6. Select Open.

The department mailbox will open in a new browser tab.

Outlook Mobile App (iOS or Android)

1. Sign in to your primary account in the Outlook mobile app.
2. Open the left navigation menu.
3. Select Add Account, then Add a Shared Mailbox.
4. Enter the department email address.
5. Select Add Mailbox.

The department mailbox will appear in the mailbox list.

For additional details, you may refer to Microsoft’s official Outlook mobile documentation.

Send Email From a Department Account

1. In Outlook, select New Email.
2. In the From field, choose the department email account.

If the From field is not visible:

• Select the Options tab.
• In Show Fields, enable the From field.

Need Help?

Contact or visit the IT Service Desk for additional support.