Did your shared mailbox disappear?

No panic! The shared mailbox still exists.

If it’s gone from your Outlook screen, that’s because your individual mailbox moved to the new server but the shared mailbox did not or vice versa. When both mailboxes are on the new server, the shared one will be listed on your Outlook screen again.

• You may recall emails and/or Crossroads articles advising that we are moving mailboxes from the old mail server to a new one.

• And you may have received a message from us letting you know that the mailboxes we know you share are moving, starting October 27. You may be sharing mailboxes that we don’t know about and in that case, these wouldn’t have been on the list we sent you.

How can I see the email in shared mailboxes in the meantime?

Until you’ve been reunited on the same server, you can access the shared mailboxes in one of these two ways:

1. by logging into webmail (https://webmail.royalroads.ca) as yourself, then switching to that mailbox

2. by typing the full path to the mailbox directly in the URL of your browser, substituting your mailbox name instead of the asterisks: https://webmail.royalroads.ca/owa/******************@RoyalRoads.ca/

For example if the mailbox is called RRU Volunteers and the email address is rru.volunteers@royalroads.ca, you would type: https://webmail.royalroads.ca/owa/rru.volunteers@RoyalRoads.ca/ into the browser.

How will I know when my mailbox is on the new server?

You can tell if your mailbox is on the new server by accessing it via webmail (https://webmail.royalroads.ca).

• If the screen coloring is blue, the mailbox is on the new server.

• If it is yellow, your mailbox hasn’t been moved yet.

If you need help accessing your mailbox using webmail, please refer to this IT Knowledgebase article. And here’s information about the new webmail service that you might find helpful. There’s nothing different about your Outlook screen even after your mailbox has been moved.

Note that if you have previously bookmarked links to these mailboxes in webmail, those old links won’t work anymore. You will need to recreate those bookmarked links in all cases.

• If you have access to shared mailboxes that you no longer need to use, send us a note asking us to remove your access.

• If you have access to shared mailboxes that you know can be deleted, send us a note asking us to delete them.

How will I know when my mailbox is on the new server?

You can tell if your mailbox is on the new server by accessing it via webmail (https://webmail.royalroads.ca).

• If the screen coloring is blue, the mailbox is on the new server.

• If it is yellow, your mailbox hasn’t been moved yet.

If you need help accessing your mailbox using webmail, please refer to this IT Knowledgebase article. And here’s information about the new webmail service that you might find helpful. There’s nothing different about your Outlook screen even after your mailbox has been moved.

How will I know when the shared mailboxes are on the new server?

1. When you look at the new mailboxes in webmail and the screen coloring is blue (see ‘here’s information’, above), you’ll know they’ve been moved. (But that doesn’t mean *your* mailbox has been moved).

2. And if your mailbox has also been moved, you’ll see the shared mailboxes displayed on the left side of your Outlook screen. Once you see them, you can start accessing them from there and stop using webmail.

What if I have problems opening my own mailbox?

In the unlikely event that you experience problems opening your own mailbox, please log in to https://webmail.royalroads.ca (remove any other characters from the end that might be remembered by your browser) to gain access and reply to this email letting us know you need help.

Do you have questions?

Send us a note with any questions you have about this subject.