Service Portal

Functional (shared) mailbox

For projects, departments, event or other purposes you may request a functional (non-personal) email address like abc-project@utwente.nl or secr-group-faculty@utwente.nl 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:

access for EMPLOYEES

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 on Windows

For employees, the new mailbox will be added to their Outlook account and will show up below your own mailbox on your Microsoft Office on your UT computer.

In Outlook for Mac

Follow the manual for Mac offered by microsoft.com.  

Webmail (xs.utwente.nl)

Additionally, the mailbox can be accessed through webmail (xs.utwente.nl). In the Desktop version, click your own profile image in the right upper corner, then open another mailbox.  Additionally, you can also add the functional mailbox as a favourite to your xs.utwente.nl start screen: in the left area, right mouse on your last name, then Add shared folder. Type a few letters to find the functional (shared) mailbox to add it to the list. That way you can also access it easily on your smartphone when you open xs.utwente.nl. 

Outlook app (Android and iOS)

Adding a functional mailbox is available through the Outlook app for mailboxes. Unfortunately that option is only available in the new Exchange cloud sytem and therefore it only works for your mailbox if your mailbox has already been moved there. Once migrated, the mailboxes are availble as described in this manual for Outlook mobile. If the feature as explained in the manual is not avaialble yet, please use webmail (xs.utwente.nl).

STUDENTS

For students, the Service Desk ICT will provide a link to sign in with your existing student account. 

User RIGHTS

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. 

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.

CONTACT

For questions about the policy and the email address, please contact onlinemedia-mc@utwente.nl, phone 5665. For user right questions, contact the Service Desk ICT.

Request form

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.

About the email address

When requesting a mailbox it will be added below your UT Outlook (employees). For students, we will provide a link to login, as they do not use a UT Outlook application. 

If you request an alias, no mailbox will be created. Instead the mail sent to the functional email address will  be forwarded to an existing employee inbox.

Make sure that:

  • email adresses only contain small letters, no CAPS.
  • email addresses are in English if possible
  • faculty/institute and service department names are right before the @
  • words are separated by a - sign

You can do a suggestion here, but if you leave it blank, Marketing & Communications will fill this field for you.

Please note: if you do not fill in the required fields (email address, first and last name) below your request will not be processed.

If you would like to delete an existing inbox, please send a mail from that inbox to the ICT service desk. That way they can verify you as a owner. If you do not have access to that inbox anymore, please call the ICT servicedesk, phone 5577.

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