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?

View details about Administrative Accounts and Shared Mailbox Email Accounts

Administrative Account

  • Login account + Email Account + Calendar
  • Can be used by up to 5 users
  • Can use this account to log in to select campus applications
  • Requires password change annually
  • Must be renewed annually by DITC
  • Requires Duo authentication to access the account
  • Requires contacting the Help Desk to assist in managing access
  • How do users get access?

Shared Mailbox Email Account

  • Email Account & Calendar Only (primarily used for sending/receiving emails)
  • Can be used by up to 25 users
  • Cannot use this account to log on to any campus applications
  • Does not have a password, so does not require password change
  • Must be renewed annually by DITC
  • Does not require Duo authentication to access the account
  • Access is completely managed by account owner(s) in the department
  • How do users get access?

1. Log in to the IT Service Request Forms and access Account Management.

2. Click on Email/Login Accounts.

Account Management main screen

3. Click New Account.

Email/Login Accounts menu

4. Select Other from the Category drop-down menu.

Request For Category menu

5. Select Administrative Office Account from the Type drop-down menu.

Type drop-down menu

6. Next, select how the account will be used: Administrative Account (With Computer Login) or Departmental Account (Without Computer Login).

how the account will be used
  • 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?

Administrative Account (With Computer Login)

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.

resource type, display name
  1. Select Email Account or Login Account.
  2. 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.

username, off-campus email, mobile phone
  1. 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. 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.
  3. 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.

department, description, expiration date
  1. 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].
  2. Enter a description of how this account will be used.
  3. 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.

office, phone, location
  1. Enter the Office location and Work Phone for the new account. You can use the department's main extension and location.
  2. 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.

hide from outlook, username of primary user/owner

Note that if you choose to hide the account from the Outlook address book, there are some features that may not be available.

  1. 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.
  2. Enter the username of the primary user/owner for this account. This could be you (the DITC), but usually there is

6. Then click Continue.

email request information

7. Verify the information is correct and then click Submit.

verify and submit

8. You will see a confirmation that your request was submitted. You'll also receive an email confirmation.

Email request submitted

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.

Shared Mailbox (Departmental Email without Login or Duo)

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.

display name, preferred username
  1. 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 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.

department,, expiration date
  1. 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].
  2. 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.

office, phone, location
  1. Enter the Office location and Work Phone for the new account. You can use the department's main extension and location.
  2. 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.

username of primary user/owner

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.

email request information

6. Verify the information is correct and then click Submit.

verify and submit

7. You will see a confirmation that your request was submitted. You'll also receive an email confirmation.

Email request submitted

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.