Request a new shared mailbox for your team

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'. The account name can be no longer than 40 characters (including spaces).
• Account email: the preferred email address for the new shared mailbox. For example, 'science-grads@uq.edu.au'.
  Email addresses should:
  • use full words first, then consider acronyms or abbreviations to reduce length
  • be as short and concise as possible
  • be easy to read, spell and remember
  • be all lowercase letters
  • avoid simple joining words like 'the' and 'and'
  • use hyphens to join words unless branding dictates otherwise (e.g. changemakers)
  • avoid repeating elements with the subdomain string (e.g. uq-example@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.
• Whether you intend to use the shared email account for a third party tool or app that sends email on your behalf. (Please see the DMARC website for further details.)

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.