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:
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.
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).
For students, the Service Desk ICT will provide a link to sign in with your existing student 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.
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, please contact email@example.com, phone 5665. For user right questions, 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.