For projects, departments, event or other purposes you may request a functional (non-personal) email address like email@example.com or firstname.lastname@example.org and grant several colleagues acces to that mailbox.
Policy & Agreements
The email policy is part of the (URL) Name policy UT, listed on the page with policies for end users.
How to access a functional mailbox
Due to national university security policy, all functional mailboxes need to be accessed with your personal password. Passwords to access the functional mailbox directly are not provided.
There are different levels of user rights. If you cannot send mail on behalf of the functional mailbox, then your user rights can be extended. You cannot request additional rights for yourself. Please let someone who already has the rights fill in the mailbox access form in the LISA Self Service portal and request the rights for you. For additional questions, contact the Service Desk ICT.
In Outlook for Windows
A new functional mailbox will be added to your Outlook account and will show up below your own mailbox in your Microsoft Office.
In Outlook for Mac
Follow the manual for Mac offered by microsoft.com. For most situations, the alternative option (the last step in the manual) works best.
Webmail in browser
Open your personal webmail: either visit outlook.office.com or open office.com and click Outlook on the left. There are two options to open a functional mailbox:
- Show it below your primary mailbox: right-click Folders in the left navigation pane, and then choose Add shared folder.
- Open mailbox in separate browser window: click on your picture in the top right corner and select open another mailbox. Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.
Outlook app (Android and iOS)
Adding a functional mailbox is available through the Outlook app, once your personal mailbox has been added in the first step. The mailboxes are availble as described in this manual for Outlook mobile. You do not need the password for the functional (shared) mailbox, as it's connected to your personal account.
User rights are set up when the mailbox is created. For additional rights, please use the mailbox access form in the LISA Self Service portal. You cannot request rights for yourself. Please let one of the current owners request the rights for you. Contact the Service Desk ICT for any questions related to user rights.
If you need to know which current users can currently access the mailbox, please contact the Service Desk ICT.
Changes or additional email addresses
When organisation names changes, you do not need to request a new mailbox. Please request changing the main email address of your mailbox through the form below. The old email address can be put on the same mailbox as an alias to make sure email sent to the old address can still be received.
For questions about the policy and the email address format, please contact email@example.com, phone 5665. For user right questions and technical support, contact the Service Desk ICT.
Marketing & Communication will approve your request and forward it to the Service Desk ICT to create the email address. The Service Desk ICT will create a 'call' on your name to keep you updated about the status. A functional mailbox can only be requested by employees.