The University of Texas at Austin

Office 365

Best Practices for mailboxes – Individual vs. Departmental

There are two basic categories of Office 365 mailbox used by the University:

  • Individual mailbox (assigned to a specific person)

  • Departmental mailbox (assigned to a department or other group)

    • Can represent a department (e.g. ITS Help and Service Desk)

    • Can represent a project or program (e.g. Bevo Party Planning)

    • Can represent a resource (e.g. to allow people to reserve meeting rooms)

Individual mailboxes are typically created by departments using the Technical Resource Account Control (TRAC) tool. This allows each account to be associate with an EID.

EIDs are intended to represent actual people, this is not the preferred method for creating departmental mailboxes. Instead, departmental accounts can be created directly on the server by ITS. To begin this process, contact the ITS Help and Service Desk with the following information:

  • Preferred name and email address of the account

  • Names and EIDs of the users who will have full access to manage the account

  • Any requests for special calendaring options (e.g. automatic acceptance of calendar invitations and allowance of conflicting meetings)

Last updated July 8, 2014 @ 11:29 am

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