Requesting a Generic/Department Email Account
This article covers how Department IT Coordinators (DITCs) can request a generic or department email account (e.g., [email protected]).
Need to convert your existing administrative or departmental email account into a shared mailbox? View instructions on how to request the conversion.
What is the difference between an Administrative Account and a Shared Mailbox Email Account?
1. Log in to the IT Service Request Forms and access Account Management.
2. Click on Email/Login Accounts.
3. Click New Account.
4. Select Other from the Category drop-down menu.
5. Select Administrative Office Account from the Type drop-down menu.
6. Next, select how the account will be used: Administrative Account (With Computer Login) or Shared Mailbox (Departmental Email Without Login or Duo).
- Administrative Account (With Computer Login): Non-person account used by a department to log on to local computers and may also have an email account attached
- Shared Mailbox (Departmental Email Without Login or Duo): Non-person account used by a department just for shared email/calendars; no computer login access.
Which account option did you choose?
1. First, choose if you need an Email Account or just a Login Account. Then enter the display name for the new account.
Note that when you choose Email Account, Login Account is automatically also checked.
- Select Email Account or Login Account.
- Enter a display name for the new account. This will show up as the name for the account in Outlook.
2. Enter the username you'd like for the new account. Then enter the off-campus email and Mobile phone of the primary user for the account.
- Enter the username you'd like for the account. When you click Continue at the bottom of this screen, the system will give you an error if that username is not available.
- Enter the Off-Campus Email to be used for password recovery and/or receiving a one-time Duo passcode. This is usually for the primary user/owner for this account.
- Enter the primary user/owner's mobile phone number to be used with Duo for two-factor authentication. If you choose I don't have a cellphone number of this account user, the primary user/owner will have to contact the Help Desk before being able to access the account.
3. Use the Department drop-down menu to select the department associated with the new account. Enter a description for how this account will be used. If necessary, you can adjust the Account expiration date to be less than one year.
Department accounts need to be renewed each year. The Department IT Coordinators (DITCs) associated with the department you choose for the account will be notified 30 days prior to the expiration date and can renew the account for another year.
- Use the Department drop-down menu to select the employee's department. If you do not see the appropriate department, send an email to [email protected].
- Enter a description of how this account will be used.
- By default, the account is set to expire one year from today. You can use the calendar icon to adjust the expiration date if you want the account to be active for less than one year. You cannot extend the expiration beyond one year.
4. Enter the Office and Work Phone for the new account. Then select the Location from the drop-down menu.
Although Office and Work Phone are not required fields, they are very highly recommended so the location and phone number are not blank in Outlook.
- Enter the Office location and Work Phone for the new account. You can use the department's main extension and location.
- Use the Location drop-down menu to select with which CSU Fullerton location the account should be associated (usually this will be Fullerton Main Campus).
5. Place a checkmark next to Hide from Global Address Book if you do not want this account to show up in the Outlook address book. Enter the username of the primary user/owner for this account.
The primary user/owner is important because this person will be authorized to request password resets on behalf of this account. They will also get notifications relating to this account, including when the account is going to expire.
Note that if you choose to hide the account from the Outlook address book, there are some features that may not be available.
- Place a checkmark next to Hide from Global Address Book if you do not want this account to show up in the Outlook address book.
- Enter the username of the primary user/owner for this account. This could be you (the DITC), but usually but usually there is a faculty or staff who will be responsible for managing this account.
6. Then click Continue.
7. Verify the information is correct and then click Submit.
8. You will see a confirmation that your request was submitted. You'll also receive an email confirmation.
When the email account has been created, you will get another email letting you know the temporary password that has been assigned to the account.
1. First, enter the display name for the new account. Then enter the username you'd like for the new account.
Note that Login Account will automatically be selected as well as Email Account. However, you will not be able to log on to a computer with this account.
- Enter a display name for the new account. This will show up as the name for the account in Outlook.
- Enter the username you'd like for the account. When you click Continue at the bottom of this screen, the system will give you an error if that username is not available.
2. Use the Department drop-down menu to select the department associated with the new account. If necessary, you can adjust the Account expiration date to be less than one year.
Shared Mailbox accounts need to be renewed each year. The Department IT Coordinators (DITCs) associated with the department you choose for the account will be notified 30 days prior to the expiration date and can renew the account for another year.
- Use the Department drop-down menu to select the department associated with the account. If you do not see the appropriate department, send an email to [email protected].
- By default, the account is set to expire one year from today. You can use the calendar icon to adjust the expiration date if you want the account to be active for less than one year. You cannot extend the expiration beyond one year.
3. Enter the Office and Work Phone for the new account. Then select the Location from the drop-down menu.
Although Office and Work Phone are not required fields, they are very highly recommended so the location and phone number are not blank in Outlook.
- Enter the Office location and Work Phone for the new account. You can use the department's main extension and location.
- Use the Location drop-down menu to select with which CSU Fullerton location the account should be associated (usually this will be Fullerton Main Campus).
4. Enter the username of the primary user/owner for this account.
The primary user/owner is important because this person will be authorized to manage access to this account (they will be able to add additional owners). They will also get notifications relating to this account, including when the account is going to expire.
Enter the username of the primary user/owner for this account. This could be you (the DITC) but usually there is a faculty or staff who will be responsible for managing this account.
5. Then click Continue.
6. Verify the information is correct and then click Submit.
7. You will see a confirmation that your request was submitted. You'll also receive an email confirmation.
When the email account has been created, you will get another email letting you know the distribution list that will be used to manage who has access to the shared mailbox.
Need More Help?
Contact the IT Help Desk at [email protected] or 657-278-7777.