Add your shared mailbox to your e-mail account

See instructions on how a shared mailbox can be added to your student or employee AAU-Mail. Please note that it is not possible to add shared mailboxes to mobile devices.

Add your shared mailbox to your e-mail account

See instructions on how a shared mailbox can be added to your student or employee AAU-Mail. Please note that it is not possible to add shared mailboxes to mobile devices.

A shared mailbox is a mailbox that works just like your own normal mailbox (AAU-Mail). However, the difference is that the shared mailbox can be used by multiple people, who will all be able to read and send mails from the shared mailbox. Additionally, it enables all users to create appointments in a shared calendar.

When the shared mailbox is added, it is placed separately from your personal mailbox. If you want to create a shared mailbox, you need to signin to the Serviceportal and create a case.

It is currently not possible to add shared mailboxes in Outlook New, you must use the classic Outlook.

Add shared mailbox in Outlook on Windows

You want to add a shared mailbox, but have entered the cloud (you received an email about this).

Open Outlook
Choose files
Click + Add account
Enter the email address for the shared mailbox
Expand Advanced settings
Tick the Let me manually set up my account check box
Click Connect
Select Microsoft 365
- You will be able to find that the system inserts the shared mailbox mails in the username, choose here Log in with another account
Enter your AAU username and password
Authenticate with authenticator
Click Next
Click Done
Restart Outlook

When you open Outlook again, the shared mailbox will have been added to the list of your mails.

Add shared mailbox in Outlook on Mac

Open Outlook
Click Tools in the menu bar
Select accounts
Popup window appears
Select Advanced..
Select the Substitutes tab
Click + under the Open the following additional mailboxes field
Search for the mailbox you want to add
Highlight and select add
Click OK when you can see it in the overview
Close Outlook

If you have access to the shared mailbox, you will be able to see in the overview on the left under your own mailbox.

Add shared mailbox to Webmail

It is required that you have set up multi-factor authentication (MFA) before you can log onto mail.aau.dk

Click here to see instructions on how to set up MFA

If you have set it up, please do as follows:

Search for webmail.aau.dk in the address bar in a browser
Login with your AAU-Username and password
Right-click on your name on the list to the left
Choose Add shared folder
Enter the name or e-mail address of the shared mailbox
Click add

The shared mailbox has now been added to your AAU-Mail account on the Webmail.

Send e-mails from shared mailbox in Webmail

If you want to send an e-mail from the shared mailbox you need to open the shared mailbox in the Webmail. Follow this guide to set it up:

Search for mail.aau.dk in the address bar in a browser
Login with your AAU-Username and password
Click on your picture in the upper right corner
Choose Open another mailbox
Enter the name or the e-mail address of the shared mailbox you want to use
Click Open

The shared mailbox will open in a new tab, where you will be able to see the shared mailbox instead of your own AAU-Mail.

Add auto-reply

In order to setup auto-reply on a shared mailbox in Outlook you are required to:

You need to have access to the shared mailbox.
You need to add the shared mailbox to Outlook as a new account. After that you should be able to see the email address under your own in Outlook