Outlook Training

⬅ Return to Leaders Portal

If you are ever concerned about an email you receive, do not ignore it. Never delete it, or keep it to yourself. Report any safeguarding concerns to Scouts UK, click here to find out more.

Accessing Mailboxes

Each volunteer has a personal mailbox for Scout-related communication, like sending camp details to other leaders.

If you work in a section or have a role with a shared mailbox, you can access this mailbox from your personal FBS account. Use shared mailboxes for section-related communications, such as event booking forms or parent replies. This setup helps leaders work together and allows the Group Leader Volunteer (GLV) to monitor communications.

You should use these emails to send anything related to our Scout Group. Personal information should not be sent to external personal email addresses.

Personal Mailboxes

To open your personal mailbox, complete the following steps:

  1. Go to office.com.
  2. Log in with your FBS account.
  3. Click the Outlook icon on the left side of the screen

If you have multiple Outlook accounts, it’s easier to switch between them in the Office portal than directly in Outlook.

Red box (left) demonstrates how to open Outlook. Greenbox (right) demonstrates how to change accounts.

Shared Mailboxes

You should know what mailboxes you have delegated access to. By default, all leaders volunteering within a section should have access to the section email, unless restricted for specific reasons. If you do not have access, please speak to the GLV.

Open Mailbox in New Tab

This method will open a mailbox in a new tab, and you can then use Outlook as if you logged into the account directly. This is recommended for mailboxes that are not used frequently.

Steps to open another mailbox

  1. Open Outlook
  2. Click on your initials at the top right.
  3. Select Open another mailbox.
  4. Type the email address of the shared mailbox.
  5. Click the correct email from the suggestions.

Add Shared Mailbox (Laptop)

For mailboxes you use frequently, you can add them to appear in your own inbox. This is useful for role-specific emails, for example, the chair’s inbox or section emails you access frequently. This option will also allow you to move emails between two accounts.

Steps to add a shared mailbox

  1. Hover over Folders on the left side.
  2. Click the three dots (⋯) that appear.
  3. Select Add shared folder or mailbox.
  4. Enter the email address of the shared mailbox.
  5. Click Add. The mailbox will appear below Folders.

However, when sending emails, you must select what email you would like to send it from. While composing an email, select Options and choose Show From.

To always show the From field, go to Settings > Compose and reply > Message format, and select Always show From.

Now, when composing an email, you should be able to select where the email is coming from.


Add Shared Mailbox (Mobile)

Steps to add a shared mailbox account

  1. Open the Outlook app.
  2. Select Add account
  3. Select Add a Shared Mailbox.
  4. Choose your FBS email account.
  5. Enter the shared mailbox email address.

You may repeat the above steps to add numerous accounts.

To select the email account you want to send from, press the email shown at the top, and select the desired email. When you reply to emails, Outlook will automatically use the account the email was sent to.