Shared Mailbox Migration
A shared mailbox can be delegated to 25 people*. When your departmental mailbox is migrated to Google, someone from CIS (or in certain cases, from your department) will be setting up your access to the mailbox.
When you are granted access, you will receive an email asking you to accept or reject this access. If you plan to access your departmental mailbox, please click the link to accept.
Shared mailboxes which were migrated to Google are delegated to the same people who had access in Exchange. If you need to change who has access to a Shared Mailbox or request a new Shared Mailbox , please fill out the Computing Accounts and Passwords Departmental NetID Form online
How to Access a Shared Mailbox
1. Once a shared mailbox has been delegated to you, you will see a drop-down menu next to your email address on the top right of the Gmail interface. If you don't see the arrow after the mailbox has been delegated to
you, you may have to close your browser completely, re-open it, and
re-log in to http://gmail.brown.edu
Click on this drop-down menu and choose "Switch Account" to see a list of all mailboxes to which you have access. If you have a lot of departmental mailboxes, note the scrollbar on the right!
Select a mailbox, and the mailbox will open in a new tab or window (depending on your browser). You can switch tabs or windows to jump back and forth between the mailbox you selected and your personal mailbox.
If your departmental mailbox had a calendar associated with it, the calendar is not accessed in the same place as the mailbox. The calendar needs to be delegated separately from the mailbox, and once it has been delegated, it can be accessed under My Calendars in your personal calendar view.
*Sharing Mailboxes with More than 25 People
If more than 25 people need access to the mailbox, the mailbox should be delegated to the 25 people who most often use and need to respond to email within the mailbox. For additional people who just need to read email and perhaps respond occasionally, forwarding rules can be set up from within the shared mailbox to automatically forward all mail to their personal mailboxes. From within their personal mailboxes, the individuals receiving forwards can set up filters to put all mail from the shared mailbox into a label. In addition, they can go to their Account Settings and set up the ability to Send Mail As the departmental address. The only functionality that is lost is their ability to star and label emails within the shared mailbox - they can only take action on a copy that is in their own mailbox, and others sharing the mailbox will not see these changes.