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Using Shared Mailboxes

Shared Mailboxes are provided for groups of people to monitor and reply to messages from a common email address and mailbox.  They are suitable for public addresses like info@domainname.ac.uk or projectname@domainname.ac.uk.  Shared mailboxes are accessed using Outlook or Outlook Web App and are not suitable for sending email using SMTP.

To request a shared mailbox please use the Service Request Form.

Information for Shared mailbox Owners

When you are granted ownership of a shared mailbox you will see the mailbox name appear on the left panel of Outlook.  You can then can do the following:

-          Open the mailbox in Outlook and Outlook Web App

-          Send email from the mailbox name

-          Create new folders in the mailbox

-          Set up mailbox rules including Out of Office and auto-forwarding

-          Share the mailbox with other staff using Outlook and Outlook Web App

-          Share the calendar with other staff

-          Publish the calendar on the internet

Learn more about using Shared Mailboxes by watching this short video.

NOTE: Access to shared mailboxes is audited for security reasons.

How to open and use a shared mailbox

If a shared mailbox owner shares a mailbox with you it will not appear automatically on the left panel.  You can add it manually using Outlook 2013 or Outlook Web App. You can then do the following:

-          Open the mailbox in Outlook and Outlook Web App

-          Send email from the mailbox name

Information for IT Analysts

This information is for staff with devolved administration rights to manage access to shared mailboxes. 

Each of the mailboxes you manage will have a related security group prefixed with grp-.  To grant rights to the shared mailbox you should edit this group as follows:

To grant Full Access and Send As rights to the mailbox add the member to membership list of the security group

To remove Full Access and Send As rights to the mailbox remove the member from membership list of the security group

Allow another member of staff to manage access rights to the mailbox add them as a security group owner

NOTE: Security group membership must be approved by list owners.  This prevents end-users adding themselves to the lists and getting access to your shared mailbox.  We configure group membership in this way when we set up the mailbox and security group for you.

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