Change to Shared email accounts/Office accounts

During the summer vacation 2021 Information Services will be converting user mailboxes that are being shared (often called office accounts) to Microsoft shared mailboxes.

Microsoft shared mailboxes are provided specifically for this purpose and have the following advantages:

  • Shared mailboxes can be given more meaningful names
    e.g Information Services rather than csistaff
  • Shared mailboxes can have more than one email address feeding into them.
  • Access is controlled by permissions which the owner of the shared mailbox can grant via https://myaccount.aber.ac.uk.
  • Users (with permissions granted ) can send from the shared mailbox address.
  • Users with permissions granted to the shared mailbox can add the mailbox into the outlook app on their phone or tablet without needing a separate password.
  • Automatic replies set on the shared mailbox will be generated by emails sent to any of the addresses that are directed to that mailbox. Currently only emails to csistaff@aber.ac.uk would generate an automatic reply not those to is@aber.ac.uk  
  • Shared mailboxes do not need an O365 license
  • Shared mailboxes are more secure as they are protected by the 2-step verification on the users own account

Please note

  • Microsoft shared mailboxes do not come with access to OneDrive so if you have any documents stored in your office account OneDrive you will need to move these elsewhere - SharePoint, Teams or a shared filestore
  • Once converted the office account will only be available as a shared mailbox and can be used for no other purpose
  • Day to day use of the shared mailbox and shared calendar will not change
  • All your existing folders, calendars and emails will be retained
  • Any aliases/alternative email addresses used for this account will be retained

What will happen when my office account is converted to a shared mailbox?

  • The conversion will take place overnight
  • You will be unable to access the mailbox while it is being converted
  • The office account will be removed from Outlook on your computer
  • All user permissions on the office account mailbox will be removed and the mailbox will disappear from Outlook for all
  • User permissions on the shared calendars in the office account will be retained
  • Once the conversion is complete you will be emailed with instructions for:
    • adding the new shared mailbox into Outlook
    • granting permission to others to access the new shared mailbox
    • delegating permission to a colleague to manage the new shared mailbox

Schedule

Office accounts will be converted to shared mailboxes to the following schedule:

Student Union Club and Society Accounts 07 July
   
Office accounts with usernames starting A 12 July
Office accounts with usernames starting B 13 July
Office accounts with usernames starting C 19 July
Office accounts with usernames starting D 20 July
Office accounts with usernames starting E 26 July
Office accounts with usernames starting F 27 July
Office accounts with usernames starting G 28 July
Office accounts with usernames starting H 29 July
Office accounts with usernames starting I 02 August
Office accounts with usernames starting J 03 August
Office accounts with usernames starting K 04 August
Office accounts with usernames starting L 05 August
Office accounts with usernames starting M 09 August
Office accounts with usernames starting N 10 August
Office accounts with usernames starting O 11 August
Office accounts with usernames starting P 12 August
Office accounts with usernames starting Q 12 August
Office accounts with usernames starting R 16 August
Office accounts with usernames starting S 17 August
Office accounts with usernames starting T 23 August
Office accounts with usernames starting U 24 August
Office accounts with usernames starting V 25 August
Office accounts with usernames starting W 25 August
Office accounts with usernames starting X 25 August
Office accounts with usernames starting Y 25 August

 

Contact for this page:
Information Services, Aberystwyth University, Hugh Owen Library, Penglais, Aberystwyth, SY23 3DZ
Tel: 01970 62 2400 Email: is@aber.ac.uk