Request and Add a Shared Mailbox (Maildrop)

A Shared Mailbox (formerly called maildrop) is a group mailbox assigned to a department or organization within the university. These allow one or more owners to send email messages from the email address (e.g., rather than from their personal email address.

Request a Shared Mailbox

  1. Open NetID Management.
  2. Select Manage under Manage NetID.
  3. Log in with your TU NetID username and password if prompted.
  4. Authenticate with Duo if prompted.
  5. Select REQUESTS from on the top menu.
  6. Select the REQUEST ACCESS OR NETID tab.
  7. Select the CREATE NEW USER button.
  8. Select Shared Mailbox (Maildrop)from the NetID Type dropdown menu, then select the NEXT button.
  9. Complete the fields in the Personal Information section, then select DONE.
  10. Enter Start and End dates in the Specify access period section.
  11. Enter required comments in the Submit request section.
  12. Select the SUBMIT REQUEST button.

Add a maildrop to Outlook

After your maildrop has been created, there are a couple ways to gain access to it. One way is to add a separate account to your personal Outlook profile. Using this method:

  • Messages are sent from the maildrop’s email address, not your personal TU address.
  • When replying or forwarding an email from the maildrop, it will come from the maildrop’s email address.
  • You can set an out of office message for the maildrop.
  • You can create rules to automate message routing in the maildrop.

Add a separate account

  1. From within Outlook, select the File tab on the ribbon.
  2. Select Account Settings, then Account Settings...
  3. Select New...
  4. Enter the maildrop’s email address.
  5. Select Connect.
  6. Select Sign in with another account. A Microsoft Sign in box will display.
  7. Remove the maildrop's email address and enter your TU email address.
  8. Select Next and enter your password. Then, select Sign In.
  9. Authenticate with Duo and select Done.
  10. Restart Outlook for the changes to take effect. 
  11. Open Outlook and find the maildrop in the left navigation panel. Select the expand triangle to see the mail folders (e.g., inbox, sent, etc.).

    It could take several hours for the maildrop to update with emails.
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Article ID: 143126
Thu 11/17/22 1:19 PM
Tue 6/11/24 8:57 AM

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