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staff email, FAQ, an additional email address

Staff Email - Requesting an additional email address

What is a secondary email address?
How do I request a secondary email address?
What is a shared mailbox? 
How do I request a shared mailbox?
How do I access a shared mailbox?
How do I edit a distribution list?

What is a secondary email address?

A secondary email address is a generic address which is directed to one staff email account e.g. chemistrynuigalway.ie could be directed to the administration staff of the Chemistry Department. This address can be moved to another staff email account e.g. if the postholder moves to a new role or is on extended leave or a career break.

A secondary address can also be requested when a staff member changes their name e.g. on marriage or would like to use their Irish name.

Note: You cannot send mail from a secondary address. All messages sent to the secondary address and the primary address ( firstname.surnamenuigalway.ie) appear in your Inbox.

How do I request a secondary email address?

To setup/move a secondary email address, email servicedesknuigalway.ie with the following infomation:

1. Preferred secondary email address. 
   Note: The email address will be a one word format e.g. chemistrynuigalway.ie
   
2. Your staff ID number (username).  

What is a shared mailbox?

Where more than one person shares a role within a department and there is a need to share email relating to that role, the solution is to create a new shared mailbox. Note that each mailbox has a single calendar.  

Permissions for the new mailbox are delegated to the individuals concerned. If staff changes occur, the mailbox remains intact but permissions are changed on request. The individuals involved will have their own email account (as normal) and also full access to the shared mailbox and calendar. The shared mailbox has an email address and mail can be sent from this address. 

How do I request a shared mailbox?

To setup a shared mailbox, answer the questions below and email servicedesknuigalway.ie

1. Who is the owner of this new mailbox i.e. who is responsible for this resource?
   Name and email address required (usually Head of Department).
   
   
2. Who will be the administrator (and backup administrator) for this new mailbox?
   Two names and ID numbers required.
   
   
3. Preferred email address for the role. 
   Note: The email address must be a one word format e.g. csadminnuigalway.ie
   
   
4. Display name that will appear in the Global Address List (GAL)
   The display name must reflect the role as it is visible to all staff and students from the Global Address List (GAL).
   
   
5. Office name that will appear in the Global Address List (GAL)
   
   
6. Telephone number (if appropriate) that will appear in the Global Address List (GAL) 
   
   
7. Description for this mailbox
   
   
8. Expiry date (if any) for this mailbox
   

How do I access a shared mailbox?

In order to view a shared mailbox and calendar, please follow the instructions (for Outlook or Entourage / Outlook for MAC) for opening a shared mailbox.

You can share the calendar associated with the mailbox with others (for Outlook or Entourage / Outlook for MAC). Once you have given others permissions to view the calendar, they can access it by following the online instructions (for Outlook or Entourage /  Outlook for MAC).  

In addition to viewing the shared mailbox in Outlook, you can also login to the new mailbox in OWA.

For certain features e.g. setting the Out of Office Assistant, you must set up a new profile ( Outlook/Entourage/Outlook for MAC) or use OWA to login to the new mailbox separately.

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