How do I access and use my role-based or team mailbox?

To use a role-based or team mailbox, you need to be able to:

1. Access your email
   
2. Access your role-based or team mailbox
   
3. Send email from your role-based or team mailbox
   

Accessing your email

Make sure you can access your personal email before getting access to your role-based or team mailboxes, please see How do I access my email?

Using New Outlook desktop application or Outlook Web Application in a Web Browser to access your role-based or team email

To access your role-based or team mailbox via a browser, log into outlook on the web other wise open outlook desktop application.

Right-click your SV email address in the left navigation pane or hover on your email and click on three dots, and then choose Add shared folder or mailbox.

In the pop-up box that appears, enter the email address of the role-based or team mailbox that you are trying to access, such as scouts.windyhill@scoutsvictoria.com.au, and then click Add.

After that the role-based or team mailbox will appear in the folder pane on the left-hand side of the screen, underneath your personal mailbox.

Image: Your role-based or team mailbox, under your standard account

Send email from the role-based or team mailbox

First, select New email above the folder list. A new message form opens in the reading pane.

Then, select From, and select ‘Other email address...’  and then enter the email address you would like to send from.

Note: after sending from a role-based or team mailbox once, the email will then be shown in the ‘From’ menu, without having to be typed in, like the below example.

Type a subject, and the rest of the email you want to send just like normal, and when your message is ready to go, select Send.

Use Outlook (Classic) on your desktop to access and manage your role-based or team email

To use the Outlook desktop application, you need to already be using Outlook with another account that is licensed for Outlook. Scouts Victoria email addresses don't normally give you a license for Office desktop applications. 

If you are using Outlook desktop application, start by adding your personal Scouts Victoria email account, by clicking 'File' > '+ Add Account', and then enter your address, and hit 'Connect'.

Image: Screenshot of Microsoft Outlook File Menu

Image: Screenshot of the add account dialog, with a personal Scouts Victoria email address entered.

Next, follow the prompts to sign-in with your Scouts Victoria username that starts with your registration number.

Image: Sign-in process using Scouts Victoria username.

You may need to close and re-open Outlook for your account to then appear as a new email account below your existing accounts or folders.

Image: Scouts Victoria email address now appears below existing email address in outlook.

Adding your role-based email address to Outlook

To add your role-based or team email to Outlook, next, click 'File' > '+ Add Account', and this time enter your role-based email or team email, just like before, hit 'Connect'

Image: the Outlook Add Account dialog box, with a role-based email entered.

This time, when prompted to sign-in, select 'Sign in with another account'

Image: Scouts Victoria sign-in dialog with 'Sign-in with another account' highlighted.

Images: The Scouts Victoria sign-in process.

You may need to close and re-open Outlook for your account to then appear as a new email account below your existing accounts or folders.

Image: The role-based mailbox is now visible underneath the personal Scouts Victoria mailbox.

To send email from those role-based or team mailboxes, create a draft email and then look for ‘Show From’ in the ribbon.

This will allow you to select ‘From’ and ‘Other email address…’ to change which email address you are sending from.

Adding and using your role-based mailbox on Outlook for Mac

In the Tools menu, choose Accounts, and select the account that has access to the mailbox

Select the account that has been given access to the shared mailbox

Then select Delegation and Sharing

Choose Shared With Me tab

Click on the + icon to add a shared mailbox

Start to search for the email address of the shared mailbox then click Add once you have select the mailbox. You have selected mailbox when the pale blue colour is on the mailbox you are trying to add.

Or you can also go to File > Open > Shared Mailbox, to open a shared or delegated mailbox

 

Mailbox not appearing? You’ll need to follow the below to edit your profiles.

Under profiles select Manage Profiles, then select the profile you would like it to appear in and then select the tick box next to the role-based mailbox.

 

The role-based mailbox should now appear in the profile you’d like it to appear in.

 

To use the role-based mailbox select the profile the role-based mailbox is appearing in then expand the mailbox and select its inbox. Then click new email and the from address should be the role-based mailbox.  

Use a role-based or team mailbox on a phone or tablet

To access a role-based or team mailbox on a mobile device, use the following steps.

1. Sign in to your Scouts Victoria account in Outlook for iOS or Android.
   
2. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox.
   
3. If prompted to sign-in, you may need to select 'Sign in with a different account' and sign-in using your username and password.
4. If you have multiple mailboxes, repeat this step for each mailbox you want to check on your phone
   

After the account setup process completes, the role-based or team mailbox will display in your account list in Outlook for iOS or Outlook for Android.

To remove a role-based or team mailbox, go to Settings > Accounts. Then tap on the role-based or team mailbox and select Delete Account

Getting help with your email

For help accessing your email, first ask another scout member you trust like your group leader or leader-in-charge.

If you’re still not sure, submit a help request at helpdesk.scoutsvictoria.com.au

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