Bureaucracy

Despite being a site ostensibly focused on learning and teaching, one can never stray too far from administrative/bureaucratic tasks. Sometimes it is worth resisting the addition of tasks to an already full plate, but in other circumstances, it is worthwhile to embrace tools and methodologies that can make life a little easier. It is just a shame these tend to be in the minority

Shared mailboxes

In addition to one's personal email UTAS outlook account, it is possible to create and use a shared mailbox, be it for a project, class, or any other grouping; notable examples are SNS Admin and Physics Labs. The content here describes how to create and configure a shared mailbox.

Creation

As with most requests, this is done through the ServiceNow and can be accessed from the main dashboard through Forms $\rightarrow$ Technology $\rightarrow$ Email and Calendars $\rightarrow$ New Shared Mailbox. One requires a display name for the mailbox

Shared mailbox members

Where you are required to "list the names of employees to be included in this shared mailbox", ensure to add yourself to this list if you want to have access as this is not allocated by default

Usage

Once the request for a new mailbox has been process, or you have been granted access to an existing mailbox, you will be able to access the mailbox through outlook. Being deeply rooted in the Microsoft ecosystem, I suspect it is not worth trying to secure access from anything other than outlook, but individual preference will ultimately determine that. To set up access in outlook is easy enough, and there is information a plenty on how to do this. The guides below are taken from the Microsoft guide and worked well as of December 2021.

Access

1. Open Outlook
2. Choose the File tab in the ribbon
3. Choose Account Settings, then select Account Settings from the menu
4. Select the Email tab
5. Make sure the correct account is highlighted, then choose Change
6. Choose More Settings $\rightarrow$ Advanced $\rightarrow$ Add
7. Type the shared email address, such as group@utas.edu.au
8. Choose OK $\rightarrow$ OK
9. Choose Next $\rightarrow$ Finish $\rightarrow$ Close

Send mail

1. Open Outlook.
2. Choose New Email.
3. If you don't see the From field at the top of your message, choose Options > From.
4. Click From in the message, and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.
5. Choose OK.
6. Finish typing your message and then choose Send.
7. From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list.
8. Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

Calendar access

Once you have been added to the shared mailbox, ouy should have access to the shared calendar which should appear in the calendar tab under My Calendars.

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Last update: April 28, 2022