Requesting Conversion of Administrative Account or Department Account into a Shared Mailbox Email Account
This article covers how Department IT Coordinators (DITCs) can request that an administrative account or department account be converted into a shared mailbox email account.
Note that once an administrative account is converted to a shared mailbox email account, it cannot be converted back.
Need to request a new shared mailbox email account? View instructions on how to request a generic/department account and choose Shared Mailbox (Departmental Email without Login or Duo).
At this time, we are not able to convert an administrative account that has Qualtrics surveys associated with it.
What is a Shared Mailbox Email Account?
A shared mailbox email account is an email-only account that can be shared by multiple users in a department without those users needing to know a password or use Duo to access the account. There is no ability to log in to any apps using a shared mailbox email account; it is ONLY used to send and receive emails.
As part of the conversion, a distribution list will be created to manage who has access to the shared mailbox email account. Designated owner(s) will be able to add/remove access to the shared mailbox email account by managing the members of the distribution list which can be easily done in Outlook in a matter of minutes.
NOTE: It is highly recommended that the designated owner(s) conduct a review of who has access to the shared mailbox email account on a regular basis so they can add/remove users as applicable.
Benefits:
- No Duo two-factor authentication required for access
- No password change requirement
- No login; only used to send and receive emails
- Quickly add/remove access for users without having to go through campus IT or share passwords
- Maximum of 25 people can have access to the shared mailbox email account
- Access to a shared mailbox email account is perpetual; it will automatically show in your Outlook desktop app and can be added to your Outlook on the Web even if you are using a new or different laptop/computer
How do I request that an administrative account be converted into a shared mailbox email account?
Please note that once this account is converted to a shared mailbox email account, users will no longer be able to log in directly to the account using a username and password.
Note that once an administrative account is converted to a shared mailbox email account, it cannot be converted back.
1. Log in to the IT Service Desk through the direct link or from the campus portal.
2. Click on Software and Access.
3. Click Convert to Shared Mailbox.
4. Enter the name or username of the administrative/department account you want to convert into a shared mailbox. Then select the account from the search results.
- Enter the name (e.g., IT Training) or username (e.g., ittraining) of the administrative/department account that you want to convert into a shared mailbox.
- Then select the account from the search results.
5. Enter the name or username of the owner(s) who will be managing access to the shared mailbox. Select the user from the search results, and then click the right arrow to add the user to the Selected column.
- Enter the name or username of the owner(s) who will be managing access to the shared mailbox.
- Select the user from the search results.
- When you select a user, you will see their account details so you can confirm you have selected the correct user.
- Click the right arrow to add the user to the Selected column.
6. Use the drop down menu to indicate if the administrative/department account is used to log in to other applications such as Dropbox, Qualtrics, Adobe, MS Bookings, Zoom, or other application. If you select yes, enter the application(s) that you use this account with.
It's important to include this information as IT staff will need to evaluate if there are additional steps to convert the account or if the account cannot be converted based on which applications you use with the account.
- Use the drop down menu to indicate if the administrative/department account is used to log in to other applications such as Dropbox, Qualtrics, Adobe, MS Bookings, Zoom, or other application.
- If you select yes, enter the application(s) that you use this account with.
7. Use the drop-down menu to indicate if the account is used to log in to a computer. Then use the drop-down menu to select if the account is used just for email.
You will get an error if you select Yes the account is used to log in to a computer because you cannot use a shared mailbox to log in to a computer.
- Use the drop-down menu to indicate if the account is used to log in to a computer.
- Then use the drop-down menu to select if the account is used just for email.
8. Click Proceed to Checkout when you are finished.
9. Click Edit to make changes to the request. Enter the name of the person who is requesting the shared mailbox conversion in the Requested For field. Enter any additional information about this request in the Special Instructions field. Then click Checkout to submit your request.
- Click Edit to make changes to your request.
- Enter the name of the person for whom you are submitting this request in the Requested for field. For a shared mailbox request, this could be one of the owner(s) for the shared mailbox. Or you can put your (the Department IT Coordinator) name.
- You can add any optional comments in the Special instructions field.
- Click Checkout to submit your request.
10. You'll receive an email confirmation of your request in addition to seeing the Request Number and RITM number.
When contacting the IT Help Desk about this request, it is most helpful to provide the RITM number. But you can also provide the REQ number. Learn more about Request Number vs RITM number.
The person listed in the Requested For field will also get an email confirmation of this request.
11. Campus IT will let you know when the account has been converted and provide additional support information, user guides, and the distribution list name associated with the account.
If the account was being used to log in to applications such as Dropbox, Zoom, or Bookings, campus IT will let you know if there are additional steps that you need to take such as setting up permissions to schedule Zoom meetings on behalf of the account or working with campus IT to set up a Dropbox Team Folder.
Designated owner(s) will now be able to add access to the shared mailbox email account by managing the members of the distribution list.
Need More Help?
Contact the IT Help Desk at [email protected] or 657-278-7777.