What can I do with my shared mailbox?

This article pertains to all employees in Canada and the United States.

A shared mailbox in Outlook/Exchange is more than a mailbox. It has all the same functions as a standard employee mailbox, but it can and should be shared across a group. All shared mailboxes come with the following standard features:

• inbox
• calendar
• contacts
• tasks

NOTE If you were just granted access to a shared mailbox and you're receiving an error message in the Outlook Web app saying "something went wrong," please give it some additional time as system changes in Microsoft 365 may take up to a day to take effect. Outlook Desktop app users will see the mailbox appear in the left folder pane.

What emails can I expect to see in the shared inbox?

That largely depends on who has the email address. However, general practice is that the following information will be seen:

• faxes you receive from outside locations (where applicable)
• general branch mailbox email address to give to customers
• receiving shipping notifications from corporate and our vendors

Why does the email address use code rather than a name?

Branch, distribution center and call center locations are segmented and identified using a location ID. This differentiation is important so that it is easier to communicate with a specific location or workgroup within the location. For example:

• CAC02 = Canada Call Center Ottawa ON
• USD02 = US Distribution Center Dallas TX
• US101 = US Branch Dallas TX
• CA001 = Canada Branch Coquitlam BC
• CAD01 = Canada Distribution Center Coquitlam BC

For a complete a list of location IDs, Managers can sign into Asset Panda > Locations to view and edit location records.

What should I use a shared mailbox for?

Usage will vary and other department mailboxes exist for corporate departments such as HR, Purchasing, and IT. Branch, distribution center and call center locations are segmented and identified using the location ID.

Use the shared mailbox to...

• communicate with customers inquiries
• post attendance and important dates on the calendar
• share important contacts
• assign tasks

Use cases for shared mailboxes include:

• You need a group of employees to monitor incoming emails from customer.
• You need a group of employees to monitor incoming faxes (where applicable).
• One branch needs to communicate to the available employees of another branch in the event you don't know who is at that branch.
• You want contacts shared with all employees in your team, department or branch. Sharing ensuring that any updates made to contact records is updated for everyone.

How do I use shared mailboxes effectively?

Makes sure each employee has access to the shared mailbox. You can do this by delegating access from your Outlook desktop app. Please see article Managing Access to an Office 365 Shared Mailbox.