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Important: Requests to create a new shared mailbox or update access to an existing shared mailbox must be submitted by a Chair, Director, or higher-level Administrator. Administrative assistants, support staff, and other employees may not submit these requests on behalf of an approver. Requests submitted by anyone other than an authorized approver will be canceled and must be resubmitted by the appropriate approver.
Overview
Microsoft 365 shared mailboxes provide a centralized mailbox and calendar that can be accessed by multiple authorized users. Shared mailboxes are commonly used for departmental offices, committees, student organizations, project teams, and service-based business functions.
To ensure proper approval and governance, requests for both new shared mailboxes and shared mailbox modifications must be submitted directly by a Chair, Director, or higher-level Administrator. Administrative assistants, support staff, and other employees may not submit these requests on behalf of an approver.
Available Services
1. Request New Shared Mailbox
Create a new Microsoft 365 shared mailbox to support departmental, organizational, project, or business communication needs.
2. Update Shared Mailbox Access
Modify permissions, mailbox settings, email addresses, ownership information, or other configuration settings for an existing shared mailbox.
Request New Shared Mailbox
Use this service to request the creation of a new Microsoft 365 shared mailbox for departmental or business-related email communication. Shared mailboxes allow multiple authorized users to access a common inbox and calendar without requiring a separate user account.
Requests must be submitted by a Chair, Director, or higher-level Administrator and should include the desired mailbox name, requested email address, business purpose, and the users who require access. Permissions such as Full Access and Send As will be assigned based on the information provided and applicable university policies.
Common Examples:
- Creating a mailbox for a department or office (for example, admissions@ncat.edu).
- Creating a mailbox for a student organization.
- Creating a mailbox for a project team or committee.
- Establishing a shared point of contact for a service or business function.
Update Shared Mailbox Access
Use this service to request changes to an existing Microsoft 365 shared mailbox. This includes permission updates, mailbox configuration changes, email address updates, and other maintenance activities necessary to support business operations.
This service should be used when staffing changes, organizational changes, or operational requirements affect an existing shared mailbox. Requests must be submitted by a Chair, Director, or higher-level Administrator and should include the mailbox name, requested changes, and the users affected by the update.
Common Examples:
- Grant or remove Full Access permissions.
- Grant or remove Send As permissions.
- Update display names or aliases.
- Add or remove email addresses.
- Modify mailbox settings related to business operations.
- Update shared mailbox ownership or management contacts.
What to Include in Your Request
Include as much detail as possible to help expedite review and processing.
Mailbox Name
Provide the proposed or existing shared mailbox name.
Email Address
Specify the requested email address, aliases, or email address changes.
Business Justification
Explain the purpose of the shared mailbox and the business need it supports.
Users Requiring Access
List all users who require Full Access and/or Send As permissions.
Requested Changes
For existing mailboxes, describe the specific changes requested in detail.
Approver Information
The request must be submitted directly by an authorized Chair, Director, or higher-level Administrator.
Approval Requirements
Shared mailbox requests require authorization from departmental leadership. The request itself serves as the approval when submitted by the authorized Chair, Director, or higher-level Administrator.
Requests submitted by unauthorized individuals will be canceled and must be resubmitted by the appropriate approver.
How to Submit a Shared Mailbox Request
Submit your request through the Service Portal: