This tutorial will guide you through asking for and/or setting up a shared email account for your department. Before you request a new @byui.edu address, use the chart below to determine whether a shared mailbox or a Microsoft 365 Group will best fit your needs.
| |
Shared Mailbox |
Microsoft 365 Group |
| Multiple Recipients |
No/Multiple Users |
Yes |
| Threaded Conversations |
Yes |
Yes |
| Creation/Management |
IT Required |
Self-Service |
| Nestability (can contain other objects within) |
No |
No |
| Searchable History and Context |
Yes |
Yes |
| Public by Default |
Yes |
Yes |
| Calendar |
Yes |
Yes |
| OneNote |
No |
Yes |
| Files |
No |
Yes |
For more information please see https://learn.microsoft.com/en-us/microsoft-365/admin/create-groups/compare-groups?view=o365-worldwide.
If - after reviewing the above chart - you still wish to request a Shared (Department) Mailbox, read on.
Request a new department mailbox
To request a new department mailbox, fill out the Mailbox Request Form.
Department Mailbox Permissions
Have your supervisor give you the appropriate role and permissions within Role Manager in order to access a mailbox. Being an administrator of the role will not give you permission to access a mailbox, instead a user (including supervisors and other role administrators) must be added to the role in order to access the mailbox. Keep in mind these requested changes may take up to 30 minutes to take effect.
How to access the new mailbox
Mobile
In order to access a department email on your mobile device, use Outlook mobile.
How to Send Emails from a Shared Email Address
1. Click "New Mail" in the top left
2. In the "From" section, open the drop down menu and click "Other email address"
3. Type in the email address you want your email sent from
Contact Us
If you still need help, call us at (208) 496-9009 or start a Live Chat with us.
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