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UVA Centralized Exchange Service

Connect to a Shared Exchange Mailbox

THIS PAGE CONTAINS INFORMATION ABOUT AN ITS LEGACY SYSTEM AND IS NO LONGER MAINTAINED.

As of Nov. 8, 2017, all eligible ITS Exchange accounts have been upgraded to Office 365 for Email and Calendar. See the OFFICE 365 website for email and calendaring info.

This page, documenting the now-legacy UVA Centralized Exchange Service will be available on ITSWeb until Jan. 15, 2018, after which date it will be removed.

About Shared Exchange Mailboxes

With the retirement of the Central Mail Service (CMS), generic CMS accounts will be migrated to what are known as shared mailboxes in Exchange. Request a shared mailbox on UVA Exchange now. Each shared Exchange mailbox requires at least one administrator associated with it. Any administrators of the mailbox must have a UVA Central Exchange Service account and a MyGroups group established for management of access to the shared mailbox.

Below find information about:

How to Manage a Shared UVA Exchange Mailbox

Shared Exchange mailboxes are accessible by a list of users who are identified by their computing IDs. This list of users is managed via MyGroups.

  • Group administrators manage access to the shared mailbox. Note: administrators need to also be members of the MyGroup in order to send and receive email from the shared mailbox.
  • Users of the shared mailbox can be added or subtracted from the list via MyGroups by an administrator and can have a role as administrator and/or a member of the group.
  • All members have the right to send and read email from the shared mailbox.
  • The email in your shared mailbox does not count towards your email quota.

How to Access a Shared UVA Exchange Mailbox

You can view the mailbox of a shared or departmental Exchange account:

To Open a Shared Exchange Mailbox in OWA

  1. Log into OWA using your Eservices credentials.
  2. After logging in, your name and computing ID will be listed at the top-right corner of OWA. Click on it to reveal the option to open another mailbox.
  3. Type in the name of the Exchange Resource and click Open, which should cause its name to then be underlined. If this doesn’t happen, check for a typo in the name or misspelling.
  4. Click Open again.

To Open a Shared Exchange Mailbox in Outlook (on a Windows PC)

  1. Close Outlook if you have it open.
  2. Press the Windows Key on your keyboard and type in the words Control Panel. Press the Enter key.
  3. In the screen that appears (Adjust your computer's settings), find View by in the upper far right and under the Category pull-down, select Small Icons.
  4. Click Mail (you might see "Mail (32-bit)").
  5. Select E-mail Accounts….
  6. Under the E-mail tab, select New….
  7. Under Choose Service, click the radio button for E-mail Account and click the Next button.
  8. On the Auto Account Setup screen, enter the display name (or familiar name, like Customer Service) for your generic account in the Your Name: field. In the E-mail Address field, type in the shared Exchange mailbox name using @eservices.virginia.edu in the address (e.g. if your shared (generic) mailbox is generic@virginia.edu, type in generic@eservices.virginia.edu). Do not enter anything in either the Password: or Retype Password: fields. Click Next and then Finish.
  9. Open Outlook. The Folder List view will show your shared (generic) mailbox along with your personal Exchange mailbox.

To Open a Shared Exchange Mailbox in Outlook for Mac

  1. Open Microsoft Outlook 2011 or 2016 on your Apple computer. Click Tools (in the menubar at top of screen), then Accounts.
  2. In the lower left corner of the account list on the left, click the Plus Sign (+), then select Exchange….
  3. Enter the alias of the Shared Mailbox (mst3k@eservices.virginia.edu) for the E-mail address. For Authentication, make sure the Method is User Name and Password, then type your email address (mst3k@eservices.virginia.edu) in User name. Type your Password. Make sure Configure automatically is checked. Click Add Account.
  4. Allow time for the Exchange Server to be detected.
  5. If a message pops up saying Outlook was redirected to the server autodiscover-s.outlook.com… click Allow.
  6. A new account will appear in the list on the left for each shared mailbox.

How to Send Email from a Shared Exchange Mailbox

You may send email from a shared or departmental Exchange mailbox:

To Send from a Shared Exchange Mailbox in OWA

  1. Log into OWA using your Eservices credentials.
  2. Click on Options and choose “See All Options...”
  3. Now click on Settings to see the Settings page.
  4. Under Message Format, check the box in front of “Always show From” to enable the From: field. Click Save.
  5. Go back to your Inbox by clicking on Mail.
  6. Open a new email message by clicking on New.
  7. In the window to compose a new email message, you now see the From: field. Now you can click on the From button and choose “Other E-mail Address...”
  8. The Address Book window pops up and you can type the shared Exchange mailbox email address you want to send as or choose it from the address lists.

To Send from a Shared Exchange Mailbox in Outlook (on a Windows PC)

  1. Open Microsoft Outlook on your Windows computer.
  2. Create a new email message.
  3. Click the Options tab on in the new message window.
  4. Click the “From” button in the show fields area.
  5. Click the new “From” dropdown button above the “To” line.
  6. Click “Other email address” and type in the email address of the shared mailbox and click OK.
  7. Choose the shared mailbox from the “From” dropdown selection and compose and send your message as usual.

To Send from a Shared Exchange Mailbox in Outlook on a Mac

  1. Open Microsoft Outlook on your Mac computer.
  2. Open your shared mailbox by clicking on its name in your folder list on the left side of your Outlook window
  3. Create a new email message.
  4. Click the Options tab on in the new message window.
  5. Click the “From” dropdown button above the “To” line.
  6. Choose the shared mailbox from the “From” dropdown selection and compose and send your message as usual.

  Page Updated: Friday 2017-11-17 11:48:09 EST