For role based email accounts, we use Office365’s shared mailbox feature. When we refer to role-based emails, these are email addresses such as dc@thameschilternscouts.org, treasurer@thameschilternscouts.org etc. We understand that having both a personal email as well as a role based email may be confusing, but there are several reasons for this:
- Regardless of the number of roles you hold, you only ever need to know one account (your personal account) to log on
- If multiple people require access to a mailbox, this can be managed without having to share credentials
- It helps to keep licensing to a minimum: Only personal accounts are licensed, and we have fewer personal accounts than roles
- If someone else comes in to assist with a role (for example, due to long term absence or illness) someone else can be given access to the mailbox without having to worry about resetting passwords, etc.
- When someone else comes into the role, the new and old person can have access to the same mailbox for a period of time, aiding the transition
If you use outlook online (https://outlook.office.com/mail/)
- Sign in with your personal Thames Chiltern email address (i.e. firstname.lastname@thameschilternscouts.org)
- Once in outlook, click the circle in the top right with your initials in it
- Then click ‘Open another mailbox’
- Type in your role based email address e.g. treasurer@thameschilternscouts.org to the box that appears
- Click open
- A new tab will open with the mailbox for the notifications email account
If you use outlook mobile app (android/iOS)
- Click the circle in the top left of the screen
- Click the bottom circle that had a blue plus icon on it
- Click ‘Add a shared mailbox’
- Select your Thames Chiltern email address
- Type in your role based email address e.g. treasurer@thameschilternscouts.org
- Click continue
- You can now access the notifications mailbox as a separate account on your mobile
If this hasn’t helped, please take a look at Microsoft’s help guide – here