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Best Practices for Shared Mailboxes – Individual vs. Resource

Number of views : 19
Article Number : KB0010989
Published on : 2016-11-30
Last modified : 2019-01-26 00:56:11
Knowledge Base : IT Public Self Help

There are two basic categories of Office 365 mailboxes used by the University:

  • Individual mailbox (assigned to a specific person)
  • Resource mailbox (assigned to a department or other group)
    • Can represent a department (e.g. ITS Help and Service Desk)
    • Can represent a project or program (e.g. Bevo Party Planning)
    • Can represent a resource (e.g. to allow people to reserve meeting rooms)

Individual mailboxes are typically created by departments using the Technical Resource Account Control (TRAC) tool. This allows each account to be associated with an EID.

Because EIDs are intended to represent actual people, this is not the preferred method for creating shared mailboxes. To create a shared account, contact the UT Service Desk with the following information:

  • Display name and preferred email address of the account
  • Names and EIDs of the users who will have access to the account
  • Intended use of the mailbox (room reservations, shared calendar, shared mailbox, etc.)
  • Any requests for special calendaring options (e.g. automatic acceptance of calendar invitations and allowance of conflicting meetings)




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