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Requesting and managing access to shared email accounts

WBS makes heavy use of shared email accounts such as enquiries@wbs.ac.uk . This page aims to explain:

  1. How, and to whom, you should request for access to a shared account
  2. For account owners, how to give and take away access rights.

If you are sure you have permission to access a shared account and want to know how to do it please see the page on accessing and using a shared email account.

How, and to whom, you should request for access to a shared account

Shared email accounts are owned by the groups that use them, not by WBS Solutions. Specifically the owner is typically a senior administrative member of that group. Each account can have multiple owners.

It may be obvious who owns the email account to which you require access. If so please make your request to them and advise them to see the section further down this page explaining what they need to do.

If you are are unsure who 'owns' the account then please do the following:

  • Open Outlook and click the 'Address Book' option in the top right

    Open address book

  • Change the filter to show groups only

    Filter for groups only

  • Locate the shared account in this list. Note that accounts all start ZZ.security.wbs and that each account has two entries (one ending .fullaccess and one ending .sendas). Select the .fullaccess version of your

    Locate account, right click and select properties

  • Look in the Owner section for the person to whom you should make your request. Note that although an account could have multiple owners (all of whom could provide you the access you require) a limitation in the Microsoft system means you can only view one name.

    View the owner

Stuck? Confused? Let us know at http://help.wbs.ac.uk/call

How account owners can give and take away access rights to shared email accounts

This section assumes you have received a request to access a shared email account from a member of WBS staff which you are prepared to approve and action.

  • Open Outlook and click the 'Address Book' option in the top right

    clickaddressbook.png
  • Change the filter to show groups only

    filtergroups.png
  • Locate the shared account in this list. Note that accounts all start ZZ.security.wbs and that each account has two entries (one ending .fullaccess and one ending .sendas). Select the shared account group ending .fullaccess, right click and select Properties

    properties.png
  • Select the 'Modify members' button

    Click the modify members button
  • Use the Add and Remove buttons to modify the list of staff who can access this account. When you have finished click OK once.

    Use the add and remove options to amend the list of staff who can access this account
  • *If* you only want to provide read access to the account then you can continue clicking OK to close all the open dialogue boxes. Usually however you will want to allow your colleague to be able to send emails from the shared account as well. Confusingly this right is not included in Microsoft's 'Full access' permission. To add the 'Send as' right search for your account again but this time select the group ending .sendas. Again right click and select properties.

    Select the send as version to give that permission
  • Modify the membership as described above.
  • Once you have completed the steps please note that it typically takes around 4 hours for this change to be reflected in the live system (this is a Microsoft-controlled setting over which we have no control).
  • Advise your colleague to attempt to access the shared account after waiting at least 4 hours.

Stuck? Confused? Let us know at http://help.wbs.ac.uk/call