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Departmental Email Account Usage

Learn how to use and manage your Outlook 365 departmental email account.

Overview

A departmental email account (or shared mailbox) allows a group of people to monitor and send email from a single email address. Messages sent from a departmental account appear to come from the departmental email address rather than from an individual’s primary email address (e.g., info@temple.edu vs. john.doe@temple.edu).

All new departmental accounts are being created on Outlook 365 (with the exception of the Beasley School of Law).

Separate Passwords No Longer Required
Departmental accounts work differently in Outlook 365 than in Gmail. Instead of logging into a separate email account, you access the departmental account through your primary email account. There is no separate username and password needed to log in. This is accomplished by granting your primary email account delegate access to the departmental account during or prior to the migration process.

If you attempt to log in as before, using a separate username and password, you will receive an error similar to the following:

Password error message

Is Your Account on Gmail or Outlook?

Not sure if your departmental account has migrated to Outlook 365? Account owners can perform the steps below to find out:

  1. Log in to TUportal.
  2. On the left, under TUapplications, select Departmental Account Management.
  3. Under Departmental Accounts I Own, locate the account name. If Mail Host is set to Google, then the account is still on Gmail. If Mail Host is set to O365, then the account was migrated to Outlook 365.

Access Your Account - Outlook on the Web (TUmail)

A departmental account is linked directly to your individual mail account. There is no longer a separate username and password for logging in. You can access your account either in a separate browser window or as a folder within your primary email account. Each method is described below:

Reshare the Calendar

When your departmental account is migrated, the calendar events will transfer over but not the sharing permissions. To reshare the calendar with other members of your team, see:

Request or Manage an Account

Request an Account

  1. Log in to TUportal.
  2. On the left, under TUapplications, select Departmental Account Management.
  3. Click Request a New Departmental Account and select whether the account will be used to:
    - send email
    - receive email
    - both send and receive email
    - neither send nor receive email.
  4. Click Submit.

Information Technology Services will notify you when the account is ready. 

View Account Details
To view the details of the account, such as ownership information, account name and aliases:

  1. Log in to TUportal.
  2. On the left, under TUapplications, select Departmental Account Management.
  3. Under Departmental Accounts I Own, locate the account name and click View.

Add or Update Aliases and Owners
You can request up to four additional email addresses for your departmental account. These additional addresses are referred to as aliases.

  1. Log in to TUportal.
  2. On the left, under TUapplications, select Departmental Account Management.
  3. Under Departmental Accounts I Own, locate the account name and click Modify.
     
    - To request a new alias, type it in the Alias Requested box. To remove an alias, delete it from the box.
     
    - To add an owner, fill in the Account Owner Last Name or Account Second Owner Last Name box and click Search By Last Name. This will update the First Name and TUid boxes.
  4. Click Submit. Please allow up to 30 minutes for the changes to be applied.

Delete an Account

  1. Log in to TUportal.
  2. On the left, under TUapplications, select Departmental Account Management.
  3. Under Departmental Accounts I Own, locate the account name and click Delete.

Request that an Account be Migrated to Outlook 365
All new departmental accounts will be created in Outlook 365. If you have an older account on TU Gmail, however, you can request to have it migrated using the Gmail to Outlook Migration Support form

Grant or Revoke Access for Users
In Outlook 365, departmental accounts are linked directly to the mail accounts of individual assigned users. There are no longer separate usernames and passwords for accessing mail. As a result, you cannot revoke access anymore by changing the password.

To request that someone be granted access or have their access revoked, please use the Outlook Dept Account Management form.

Add or Update a Display Name
You can choose to use a plain English name to better describe your departmental account email address. In most email programs, the display name appears in front of the address (for example, TU Help <help@temple.edu>). 

To submit your request, see the Outlook Dept Account Management form.

Set an Existing Alias as the Sender Address
After creating an alias on the TUportal website, you can select to use that alias as the sender address of your departmental account. For example, if you created an alias called tuinfo, all emails from the departmental account will appear as tuinfo@temple.edu.

To submit your request, see the Outlook Dept Account Management form.

FAQs

►Why is the time of the messages and calendar events incorrect? 

Perhaps the time zone in Outlook doesn't match your geographic location. Learn how to change your time zone (Outlook on the web / Desktop app).

Support

If you need asssistance with accessing or managing your account, please contact the Help Desk at tuhelp.temple.edu or call 215-204-8000.