Role email aliases and accounts

What are role addresses?

The department provides email aliases which allow mail for particular functions to be directed to the relevant person or people – and these are known as role addresses. In general when advertising email addresses it is better to use a role address rather than an individual one unless that mail only needs to be seen to a specific individual.

Role addresses are handled in two main ways:

• They can be sent directly to an individual or individuals – this is sometimes known as a role email alias
• They can be sent to a separate email account on the Exchange Online mail system, to which one or more people have access – this is known as a role email account

Do I need a role address?

There are many different ways in which a role address can be useful. Some examples are:

• To allow multiple people to share a function
• To allow one person to easily keep mail for separate functions apart
• To make the transition between role holders easier
• To make it easier to provide cover for holiday, sick leave or maternity leave
• To provide a short term address for a particular event

Obtaining a role address

If you believe you have a new role for which a specific role email alias or role email account would be useful please email postmaster-query@eng.cam.ac.uk and we will discuss your requirement with you. If you’re not sure whether you want an alias or an account we can usually help you work out which will be more appropriate.

Role email aliases

These are handled entirely within the department and once we have agreed a suitable name they usually take around one day to set up. Any changes to the email alias will also take place overnight.

Role email accounts

Instead of having a separate password Exchange Online Role email accounts are accessed using your existing UIS username and password via the Exchange Online System. We would need to agree with you a suitable name and email address for the Role Account, we would also need a list of all the people who need access to the account, and we would then be able to apply for the account on your behalf.

Once the account has been arranged you can access it via Outlook or via the Outlook on the web (https://outlook.office.com/). Access to Role Accounts via other clients is more complicated

If someone leaves and should no longer be allowed access to the Role Account then you will need to let us know so we can remove access.

Configuring and using a role address

Role email aliases

You will receive mail to a role email alias in your normal Inbox. If you would like to send mail out using the role email alias in the From: line of the message then see changing email address for advice.

Role email accounts

We will offer help and advice on how to access Exchange Online Role accounts when they are created, however for reference you can add an ExOL Role Account in Outlook using the following steps:

• File -> Add Account
• Enter the mailbox’s name and email address (e.g. eng-role-example@o365.cam.ac.uk)
• Leave password fields blank
• When it prompts for credentials, enter your personal crsid@cam.ac.uk email address and UIS password

Alternatively you can add the account in outlook.office.com as follows:

• Log in to your mailbox using outlook.office.com.
• At the left, right-click “Folders”, and select Add shared folder…
• In the Add shared folder dialog box, type the email address or name of the mailbox and click Add.

If you have difficulties, or use a different mailer, please contact the  IT helpdesk for advice.