A shared mailbox can be used by multiple people at once. New shared mailboxes can only be requested by School Managers or team leaders.

If you're a team leader or School Manager, submit an IT request for a new shared mailbox for your team.

In your request include:

  • Account name: the preferred name for the new shared mailbox. For example, 'Faculty of Science graduations'.
  • Account email: the preferred email address for the new shared mailbox. For example, 'sciencegrads@uq.edu.au'.
  • Organisational unit: the organisational unit or department you work for.
  • Account purpose: what the new mailbox will be used for. For example, 'A new shared mailbox to manage graduation enquiries coming to the Faculty of Science'.
  • Your name, phone number and email address.
  • Who requires access to the shared email account: provide the UQ usernames for all staff who will need to access the email account, including yourself.

You can use Outlook to check if your preferred email address is available:

  • Create a new email in Outlook.
  • Enter your preferred email address in the 'To' field.
  • Most versions of Outlook will automatically tell you if the email address if valid or not. If the email address is invalid, this means it's not currently in use.
  • For some versions of Outlook, click the 'Check Names' button to find out if an email address is in use.

Once your new shared mailbox has been created, you can add it to your side bar in Outlook.

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