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University Systems

Email tools for work

We offer many Exchange features to help UVic employees collaborate and manage UVic data, projects and operations, including:

  • mailbox delegation to let your colleagues access your email or manage your calendar
  • shared mailboxes for department-owned mailboxes that multiple people work with
  • distribution groups to broadcast email to internal recipients
  • Microsoft 365 group email to broadcast email to all members of an existing team
  • aliases for existing addresses
  • resource calendars to manage bookings for rooms and equipment

Details

For
Employees
Cost
Free

Resource calendars

Resource calendars represent rooms and equipment that can be reserved. They can be used to manage bookings and use of resources like meeting rooms and scientific instruments. In most cases, resource calendars are only available to select people (for example, a meeting room might only be available to employees and grad students of the department that owns it).

If you have access to a room or equipment, you can reserve it in Outlook using Scheduling Assistant or Room Finder.

IT support staff can create resource calendars. The calendar's owner is responsible for managing the calendar permissions. You can contact IT support to request a new resource calendar.

Mailbox delegation

You can use mailbox delegation to let your colleagues access your email or manage your calendar. Delegation is most frequently used to allow executive and administrative assistants to create and manage meetings for someone else. 

You can grant anyone else at UVic access to your calendar, your inbox or a specific folder in your inbox. Contact IT support for help managing your sharing settings.

Distribution groups

Distribution groups are email addresses that can deliver messages to all the group's members.

Microsoft 365 groups work like distribution groups, but membership is tied to an existing team or SharePoint site. All members of that team will receive messages sent to the group email address. Copies of all messages are stored in a mailbox attached to the team. Microsoft 365 groups can also have a shared calendar, document library, notebook, SharePoint site and planner.

Contact IT support for help creating, managing and using distribution and Microsoft 365 groups.

Shared mailboxes

A shared mailbox provides:

  • an @uvic.ca email address  
  • a mailbox that can be accessed by up to 25 people
  • a calendar that can be used by up to 25 people

Shared mailboxes require approval. They're intended for:

  • academic leaders who need a second mailbox, either to separate academic and research work from administrative work or to share access with other staff
    • examples: Dean of Engineering, Chair of Biology, BIOL Advisor
  • department-owned mailboxes that front end a service or unit that multiple people manage
    • examples: helpdesk@uvic.ca, payroll@uvic.ca, historydept@uvic.ca
  • shared mailbox for a short-term employee in a longer-term job function
    • examples: work study or co-op students, employees from temporary staffing solutions

Contact IT support to get help using a shared mailbox or request a new one.

Requirements

  • You can only use a shared mailbox if an owner has given you access to it.
  • You've already set up your UVic email.
  • You must use Outlook to access shared mailboxes. Mail for Mac, Mail for iPhone and iPad, Android's built-in email apps, Thunderbird and Evolution don't support shared mailboxes.

Resources

As an owner of a shared mailbox:

  • You need to give other staff access before they're able to use it.
  • You can configure the mailbox and set who can use it using .

Aliases

An email alias is a custom email address that serves as second address for another mailbox. Email sent to the alias goes directly to the mailbox that it points to. It can be used to allow people to contact a specific person using an email address that describes their role or position. For example, you could make an alias yourDepartmentAdmin@uvic.ca that would be an alias for your admin officer's mailbox.

You can change the mailbox that an alias points to at any time. This can help you manage leave coverage and changes in staffing and business processes. Contact IT support to create, update or alter an alias.

Aliases aren't listed in the Exchange Global Address List.

Role-based email

Role-based email (RBE) accounts are now a legacy service. We can't create new RBEs and we're working with existing RBE owners to migrate them to one of our supported options. We still provide some help content for people who are still using RBEs.

Learn about our project to replace RBEs.

Add an RBE

We no longer create new RBEs, but you may have to access an existing one for your work. To access an RBE, you have to add it to your account.

Requirements:

  • Outlook (Classic) is installed.
  • You've already set up your own email in Outlook (Classic).
  • The owner of the email address has given you access.

To add a role-based email to Outlook (Classic) for Windows:

  1. If Outlook is open, close it.
  2. Open the ​ Start menu, type "Control Panel" and select the Control Panel application.
  3. Select Mail. You can use the search panel in the top right corner of the window if you can't see it.
  4. Select Email Accounts.
  5. Under the Email tab, select New.
  6. In Auto Account Setup, fill in your name and the role-based email address.
  7. Leave the Password and Retype Password fields blank. Select Next.
  8. Select Allow on the bottom right when prompted by the pop-up window to Allow this website to configure server settings.
  9. Select Finish.
  10. Open Outlook (Classic). If you're off campus or using a computer that's not connected to the UVic domain, you may be prompted to enter your email address and password.

Requirements:

  • Outlook is installed.
  • You've already set up your own email in Outlook.
  • The owner of the email address has given you access.

To add a role-based email to Outlook for Mac:

  1. Open Outlook.
  2. From the menu bar, choose Tools > Accounts.
  3. A dialogue box with Accounts will open. Select + to add a new account.
  4. Enter the role-based email address (including @uvic.ca) in the email field and select Continue.
  5. Fill in the DOMAIN\username or Email field with your primary @uvic.ca email address. Fill in Password with your NetLink ID passphrase. Leave the Server field empty.
  6. Select Add Account.
  7. Once you're back on the Accounts window, select the role-based email from the sidebar and select Advanced.
  8. Select the Sync shared mailbox checkbox to make sure your role-based email will arrive in your inbox automatically.
  9. Close the Accounts window and restart Outlook.

Requirements:

  • You've already set up your own email in Mail.
  • The owner of the role-based email has created a passphrase for it.
  • You know the passphrase.

To add a role-based email to Mail for iPhone and iPad:

  1. From the Home screen, go to Settings.
  2. Select Mail.
  3. Select Accounts.
  4. Select Add Account.
  5. Select Microsoft Exchange as the account type.
  6. Enter the name of the role-based email address and select Next.
  7. Select Sign In when prompted.
  8. Enter the role-based email address and passphrase.
  9. Select Next.

Get help now

 Contact IT support to:

  • learn what email tools will best fit your needs
  • get help managing sharing settings for your mailbox or calendar
  • create or manage a resource calendar, distribution group, Microsoft 365 group or shared mailbox
  • create, update or alter an alias
Get help