Understanding Outlook Access Requests
This guide explains how to request access for the many Outlook-based resources and access needs at PBS.
NOTE: Access can only be granted when approved by someone with existing access. As such, new hires and users needing new access should not submit their own access requests. Someone with existing access should be requesting access on their behalf.
Guide to understanding the differences between distribution lists, shared mailboxes, and public folders
Distribution List Access
The access request should be submitted as a Service Request ticket. To do so, click here or go to solutioncenter.pbs.org and click Request a Service to view our Service Catalog and search for "Create/Modify Access to a Distribution List or Shared Mailbox"
Once added, the user will receive all DL emails going forward without any further action needed on their part. If they need access to anything sent prior, it will need to be forwarded to them.
Shared Mailbox Access
The access request should be submitted as a Service Request ticket. To do so, click here or go to solutioncenter.pbs.org and click Request a Service to view our Service Catalog and search for "Create/Modify Access to a Distribution List or Shared Mailbox".
Once added, the user should follow the guides below to add it to their Outlook.
How to Add a Shared Mailbox to Outlook [PC/Mac]
Microsoft Guide on Opening and Using a Shared Mailbox
Public Folders
The access request should be submitted as a ticket. To do so, email solutioncenter@pbs.org or go to solutioncenter.pbs.org and click Report an Issue. In the ticket/email, provide the public folder's name and/or email address as well as the full name or email address of the user who should be added.
Once added, the user should follow the guide below to add it to their Outlook. Once the steps in the guide are completed in the web version of Outlook, it will appear in the application version of Outlook as well.
How to Add a Public Folder in Outlook
Delegate Access
The access request should be done by the mailbox/calendar owner by following the guides below.
Set up a mailbox delegate
Set up a calendar delegate
Once added, the user should be able to access the mailbox or calendar in their own Outlook based on what access was permitted. To learn more about how to use the granted delegate access in Outlook, click here. You can also review courses in LinkedIn Learning or search for more resources online.