Exchange Shared Mailboxes and Distribution Lists

Posted by vuit_admin on Wednesday, November 23, 2016 in Uncategorized .

Josh, this is Draft only do not publish yet.

Shared Mailboxes and Distribution Lists

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SUMMARY

This page goes over what Shared Mailboxes and Distribution Lists are, eligibility, how to request a new shared mailbox or distribution list, and how to access these resources from either Webmail or from your Outlook Client.

Shared Mailbox and Distribution List Eligibility

Shared Mailboxes and Distribution Lists can be requested by Kellogg faculty, staff, and students. Refer to the table below for detailed eligibility information.

What is a Shared Mailbox

A Shared Mailbox is typically utilized by a department or group as a centralized email solution. A shared account serves as a repository for messages of the department or group and allows for multiple users to send and receive messages. Accessing the mailbox can be done from either Webmail or from Outlook.

Kellogg's Shared mailboxes are hosted in two different systems. Location typically depends on the primary user group:

• Shared mailboxes that are primarily used by students will be available in the Northwestern Office 365 system.
• Shared mailboxes that are primarily used by Faculty/Staff will be available in the Northwestern onsite Exchange system. This is the same system used for Faculty/Staff personal accounts.

Note: Due to the way Outlook works on Mac OS X, when sending messages from a shared mailbox the messages will not save to the Sent Items folder of the shared mailbox. If you are a Mac user, we recommend using webmail.

What is a Distribution List

A Distribution List (DL) is available only to Faculty and Staff, and is essentially a newer variation of a listserv. DLs have some additional features and allow for the following:

• Sending Images.
• Meeting Attendance Tracking.
• Ability to Manage Membership from Outlook/Webmail
  NOTE: This feature is only available in Outlook 2010/13. Outlook for Mac does not provide this functionality.
• More flexible restrictions on sending/receiving messages to the DL.

Shared Mailbox and Distribution List Comparison

How to Request a Shared Mailbox or Distribution List for Faculty and Staff

Click to Submit a Request for a Shared Mailbox or Distribution List, make sure your request includes:

• Global Address List Display Name: The name that appears in the Global Address List and/or the name that message recipients will see. All Kellogg accounts must have "Kellogg" prepended for identification and branding purposes.
• Should the address be visible/hidden in the Global Address List: By default all addresses will be visible in the Global Address List (GAL) meaning that other users could search for the mailbox and send to it. Entries that are hidden in the GAL are not searchable. If you do not want the email address visible in the Kellogg Global Address List, please indicate that and an explanation as to why in your request.
• Preferred Email Address: The email address must follow the alias@kellogg.northwestern.edu format in general adhering to the following guidelines:
  • Department email addresses: should use the shortname-department@kellogg.northwestern.edu format. For example: mkt-department@kellogg.northwestern.edu
  • Team/Unit email addresses: these will vary, however, it is important that the address chosen is as unique as possible and related to purpose. For example: kis@kellogg.northwestern.edu.
  • Conference email address: should include the year if for a temporary use case. Permanent addresses should not include year.
• Access:
  • Shared Mailbox: Indicate who should have access to the account.
  • Distribution List: Indicate which members should be subscribed to the DL.

Distribution List Additional Requirements:

• Membership Management: In order to be able to add/remove list members, the address must be visible in the Global Address List. Please indicate who needs permissions to manage the DL.
• DL Configuration Options: Specify additional requirements for any restrictions on messages to the list.
  • Receive messages from Kellogg / Northwestern addresses only.
  • Receive messages from DL members only.
  • Enable message moderation.
  • Restrict senders to specific members only.

Note: All subscribers to a Distribution List must have either a Kellogg or Northwestern email address.

Accessing a Shared Mailbox

Using Webmail

Faculty and Staff Shared Mailbox (on Northwestern Exchange)
Go To: https://collaborate.northwestern.edu/owa/alias@kellogg.northwestern.edu
Log In: With your NetID and Password
 

Using Outlook 2010/2013 for Windows

1. Click the File menu > Add Account.
2. Enter the mailbox alias alias@kellogg.northwestern.edu and ignore the other fields then click Next.
3. If Outlook prompts you for a username and password ensure you enter:
   1. Faculty and Staff Shared Mailbox: ads\NetID (using your NetID) for the user name and NetID password.
   2. Student Shared Mailbox: kellogg\NetID (using your NetID) for the user name and NetID password.
   3. Student Shared Mailbox in Office 365: Enter the full Kellogg email address of the shared mailbox as the username and your NetID password.
4. Uncheck Use Cached Exchange Mode and click Finish.
5. Close and restart Outlook.
6. Upon restarting Outlook you may be prompted with another login window; again ensure you login is using the same username/password combination from step 3 above.

Using Outlook for Mac

Note: Due to the way Outlook works on Mac OS X, when sending messages from a shared mailbox the messages will not save to the Sent Items folder of the shared mailbox. If you are a Mac user, we recommend using webmail.

1. Select Tools from the top menu > Account > click the “+” sign below the navigation pane on the left and select Exchange.
2. Enter the address for the shared mailbox alias@kellogg.northwestern.edu under E-mail Address.
3. Under user name ensure you enter:
   1. Faculty and Staff Shared Mailbox: ads\NetID (using your NetID) for the user name and NetID password.
   2. Shared Mailbox in Office 365: Enter the full Kellogg email address of the shared mailbox as the username and your NetID password.
4. In the Password field type in your NetID password.
5. Shared mailboxes that have been migrated to Office 365 may require manual setup. In the server field enter outlook.office365.com
6. Click the Add Account button and Outlook should locate and add the mailbox (this may take a minute or two).
7. Close the Account window and you should see the mailbox on the left-hand side of Outlook in your navigation pane.
   Note: KIS is aware of an issue with Outlook for Mac that may occasionally prompt you to re-authenticate your shared mailbox credentials. If you see this prompt please enter your credentials and you should be able to connect again. This is a known issue and NUIT and KIS are working with Microsoft towards a full resolution. In the mean time, please ensure your Outlook client is up to date.

Managing a Distribution List in Outlook 2010/2013

Below are the necessary steps for adding/removing members of a Distribution List in Outlook 2010/2013:

1. Within the Mail section in Outlook, click the Address Book icon found in the upper-right of your Outlook window on the main ribbon toolbar.
2. Search for your distribution list by name (Kellogg department/group).
3. Double-click the distribution list you want to modify from the search results.
4. Click Modify Members….
5. The Contact Group Membership window will appear
   1. To remove a member, select the member from the list and click Remove.
   2. To add a member, click the Add button and search for the person you want to add.
6. When you are done making changes to your distribution list, click OK and then click Apply and OK again.
7. You may then close the Address Book window.