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Shared / Group e-mail accounts

There are many reasons why the use of generic or group e-mail names is useful.  This page hopefully explains the use of such e-mail names and helps you select the most appropriate for your use.  It is very important that you consider the style of working very carefully in order to determine your preferred solution.

Method 1 - By use of a shared mailbox

A shared mailbox is created on Microsoft Exchange and associated with an event, function, role or post (for example: distribution of prospectuses, a conference, a specific role, or a specific post). 

  • The account is not owned by an individual but by the school or department.  

  • The e-mail account may be accessed by any member of a team and is only used in association with the event, function, role or post. It must not be used for e-mail specific to a named individual.

  • The e-mail account can be temporary or permanent depending on its exact use.

  • When using this account any e-mail sent can be configured to show that it originated from the account and hence any replies will be returned to the account.

  • The account can be used directly from within Microsoft Outlook (as an extra “mailbox”) or via Outlook Web Access.  In this instance all related e-mails will stored in the same account and will be accessible to individuals authorised to access the account. 

Such accounts are not fully covered by the University Monitoring Policy in terms of access, as the accounts are assigned to a function and not an individual.

Request a shared mailbox 

Configuration can be performed by ISA, alternatively instructions are available below:

Connecting to a shared mailbox using Microsoft Outlook 2007
Connecting to a shared mailbox using Outlook Web Access
Connecting to a shared mailbox using Entourage 2008 on Mac OS X

Method 2 - By use of e-mail ‘aliases’

An e-mail ‘alias’ allows a secondary event, function, role or post-specific e-mail address to be attached your University e-mail account.

There is no actual e-mail account in this instance; e-mail sent to the e-mail 'alias' will be recieved by the individuals in their personal accounts; additionally e-mail cannot be sent in the name of the e-mail ‘alias’, only in the name of individuals.

Request a group e-mail alias

 


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