Request Shared Mailbox

Overview

• A shared mailbox is an email account that multiple users can access to send, receive, and manage messages collaboratively. Shared mailboxes are commonly used by departments, university functions, or recognized university groups.
• In addition to email, a shared mailbox can include a shared calendar, allowing multiple users to schedule, view, and manage appointments in one central location.
• Shared mailboxes are owned by the department or organization, not an individual. Creation and access require approval from both the employee responsible for the mailbox and their supervisor.
• Supervisors may submit requests for new shared mailboxes on behalf of their department or organization. Once created, the mailbox will automatically appear in the requester’s Outlook mailbox.

Benefits

• Looks professional and can be used on brochures, web pages, letterhead, etc.
• It allows those unfamiliar with the staff and faculty in a department to contact them via email.
• Messages in the shared account are available year after year, which eases transition issues as staffing changes occur.
• Messages can be answered promptly because multiple individuals will have access to the account.
• Secure access
  • Permissions are managed on the server side, eliminating the need to share usernames or passwords.
• Professional communication
  • Shared mailboxes provide a consistent, professional email address suitable for brochures, websites, letterhead, and official communications.
• Improved accessibility
  • Allows individuals outside the department to easily contact the appropriate group without needing to know specific staff or faculty names.
• Continuity over time
  • Messages remain available year after year, helping maintain records and ensuring smoother transitions during staffing changes.
• Timely responses
  • Multiple users can monitor and respond to messages, reducing delays and improving customer service.

Requirements

• Supervisor-managed access
  Department supervisors manage mailbox permissions using SCSU’s Group Management application.

• Eligibility
  Available to:

  • Faculty
  • Staff
  • Current, recognized student organizations

• Naming standard
  Shared mailbox names must be 15 characters or fewer to be approved.

Resources

• Do you have other questions? Find technology assistance and answers in our Knowledge Base.