When several people need to monitor the same mailbox, or the user of the mailbox often changes while the email address remains the same, You can order a group mailbox shared by several users to make management easier.

How to order?

You can order group mailbox through this form - Order a shared mailbox

It can also be found through help.jyu.fi portal navigation: Home > Services and guidance > Software, devices, technical support > Technical support > Order a shared mailbox

If you need to add or remove members to the shared mailbox, fill Get help with an IT issue form and tell the address of the group mailbox and address(es) of person(s) you need to add or remove

How to add members that do not have staff relationship?

If non-staff members (e.g. a student member or a partner) need to get access to the role mailbox, ask digital services first to set up an Exchange staff mailbox for them so that they can be assigned access rights to the role mailbox to this staff email. Fill out the Get help with an IT Problem form and state that the need for staff e-mail is related to the use of the role mailbox and the person's contact information.

Using shared email

Using the group mailbox requires that the user has an Exchange staff email address of the University of Jyväskylä. You log in there at the same time as your work e-mail with your userid@jyu.fi and password.

The group mailbox is automatically visible in the Outlook e-mail program of staff workstations.

The group mailbox can also be accessed using a web browser, by entering the address in the address bar of the browser

https://outlook.office.com/mail/your.shared.mailbox.address@jyu.fi

Or alternatively, when you are in your staff mailbox using a browser, select the 'initials'/'my picture' icon in the upper right corner, and from the menu that opens "Open another mailbox..." and enter the address of your role mailbox, and click [Open]

Tips

When you send mail from the staff workstation's Outlook client, note whether the sender's address is your own mail address or the address of the role mailbox, so that mail is not sent from the wrong address.

• When the client has several addresses from which messages can be sent, you should be able to add the From field for the the message writing window through Send/Receive Settings tab in the Show fields section: Guide from Microsoft.
• When you add a new sender, you should look up the sender's address from the university's contact information. If the name of the shared mailbox is different from the address, e.g. like this:
  "Role models of the University of Jyväskylä <your.shared.mailbox.address@jyu.fi>" then search for "Jyväskylä University role models" and not "your.shared.mailbox.address@jyu.fi" in the contact information, and add the found address as the sender.
• In the future, the mail program will remember the sender addresses you used and can offer it as a sender without applying.

When you send an e-mail from a group mailbox in a browser, the message cannot accidentally be sent from your own address. By sending a message from the role mailbox to yourself, you will see the name of the role mailbox.