As part of the ongoing McMaster Email Roadmap Project, University Technology Services (UTS) is introducing a new service: Shared Mailboxes. Shared Mailboxes eliminate the need to share credentials, enhance productivity and workflows, and strengthen data security for all users.
Staff, Faculty and Researchers.
Request an account via the Role-Based MacID tool. Access the page.
This requires VPN when logging in.
This service is free.
24/7
Role-Based Accounts and Shared mailboxes are included with your McMaster Microsoft (Office 365) account.
The new Shared Mailbox service offers enhanced security and superior user functionality.
Shared mailboxes are used when multiple people need access to the same mailbox, such as institutional information or support email address, reception desk, or other function that might be shared by multiple people
Shared Mailbox allows users to send and receive emails, manage a shared calendar, and store contacts within the shared mailbox, all without needing to share login credentials. It also offers:
Enhanced Collaboration: Teams can work together more efficiently by accessing a common mailbox, ensuring that all members are on the same page.
Improved Security: By eliminating the need to share passwords, shared mailboxes enhance security and reduce the risk of unauthorized access.
Streamlined Communication: Shared mailboxes provide a centralized point of contact for specific roles or functions, making it easier to manage communications.
Role-Based accounts and Shared Mailbox offer separate and distinct functionality. Learn how and when to use each.
Shared Mailboxes offer numerous benefits that enhance productivity, improve security, and streamline collaboration.
Collaboration: Multiple users can access and manage the mailbox, making it easier for teams to collaborate and respond to emails efficiently. Transparency: All team members can see the email threads, ensuring that everyone is on the same page and no emails are missed. Cost-Effective: Shared mailboxes do not require individual licenses for each user, which can save on costs. Security: It’s safer than sharing login credentials for a single user account, as permissions can be managed more securely.
Role Based Accounts can be migrated to the Shared Mailbox service on request.
Yes, when a role-based account is converted to a shared mailbox, all existing emails and calendar information are retained.
Visit the Shared Mailbox SharePoint for more information about data retention.
Users and owners can access the shared mailbox through their own Outlook account. Here are the steps:
The shared mailbox will appear in the folder pane.
The shared mailbox will show up in the folder pane automatically. But if it does not, then please do the following:
Restart Outlook, and the shared mailbox should appear in your folder pane.
The shared mailbox will appear in your account list.
Visit the Shared Mailbox SharePoint for more information on access
Only users within the organization can access shared mailboxes. Permissions are managed by the Owner of the Shared Mailbox, ensuring that only authorized personnel can use the mailbox.
Each user accesses the shared mailbox using their own credentials, which helps maintain accountability and security.
Only users within your organization can access shared mailboxes. Permissions are managed by the Owner of the Shared Mailbox, ensuring that only authorized personnel can use the mailbox.
Each user accesses the shared mailbox using their own credentials, which helps maintain accountability and security
Visit the Share Mailbox SharePoint for more information on security and compliance.