Secondary accounts

What are secondary accounts?

Secondary accounts are similar to personal Nexus365 accounts, and they can be shared more easily with multiple people across the University.  They can be created with or without a mailbox and with or without a Single-Sign On (SSO) password. 

Example email addresses that can be used are enquiries@college.ox.ac.uk or itsupport@unit.ox.ac.uk

Some examples of when a secondary account may be used could be when:

  • a shared calendar is required for group events
  • several people need to monitor mail sent to an email address
  • several people need to send mail from a common email address
  • the account relates to a specific role and is passed to a different person if the role changes hands

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The different types of project account are as follows

Mailbox only

Recommended in most cases.  Created without an SSO password.  A shared mailbox and calendar that can be used by a number of people using mailbox delegations, with individual permissions to send and view mail applied to each.

Delegates can be added and removed from the account by the mailbox owner using the email account delegation service request.

SSO only

For infrastructure management where just an SSO username and password is required to log in.

These accounts have an AD record with status 'User' and do not come with a Linux shell or web instance. 

Mailbox and SSO

Similar to personal Nexus365 mailboxes.

Due to the increased security risk it is recommended that mailbox only accounts are used instead wherever possible.

If you have a mailbox and SSO account and would prefer to use delegations only, you can request to have the 'Single Sign-On' part removed.  See the service request Remove Password (SSO) from a Generic Account.  The request can only be submitted by the account owner or your local IT team.

Resource

Resource mailboxes allow authorised users to book rooms, equipment and other resources within your unit.

Guidance for this type of account is available on our resource mailboxes page.

Secondary accounts must be requested by an IT officer through the secondary account request form (ITSS access only).  However, they are unable to be requested for undergraduates, retirees or virtual card holders.

Following its creation, the owner of an account can update its delegates through the Email Account Delegation service request.

The email applications below allow account delegates to access their secondary mailboxes.

Other applications can only access secondary mailboxes if their account has an SSO enabled.  The account can then be accessed in the same way as for personal mailboxes, using the username and password of the secondary account.

A server side automap setting can be applied so a mailbox appears in desktop versions of Outlook automatically.

If automap is not set, delegates can add the mailbox manually either by mapping it manually, which is quick, or by adding it as its own account, which is better for larger mailboxes and allows mailmerge.  However, it is important to not add a mailbox in both ways or with automap enabled at the same time.

 

To map a mailbox:

  1. Open Outlook
  2. Select File > Account Settings > Account Settings...
  3. Highlight your email address, then select Change...
  4. Select More Settings
  5. Select the Advanced tab, then Add...
  6. Provide the mailbox email address, then OK

 

To add the mailbox as an account:

  1. Open Outlook
  2. Select File > Account Settings > Account Settings...
  3. Select Add
  4. Provide the name and email address of the mailbox
  5. If neccessary, choose the provider to be Office365
  6. If prompted by a security box, enter your own Oxford username plus @OX.AC.UK (for example abcd1234@OX.AC.UK)
  7. When the Oxford Single Sign-On password page appears, provide your Oxford username and SSO details

When using the Outlook mobile app:

  1. Open the Outlook mobile app
  2. Click on the top left Outlook icon
  3. Click on the envelope plus icon
  4. Select Add a shared mailbox
  5. Provide the email address of the mailbox you want to open

When using the web browser version of Outlook:

    Tip: 

    If you know the email address of your secondary account you can log into it directly by putting in the URL of: outlook.office.com/email.address@unit.ox.ac.uk

     

     

    1. Log in to Nexus365 using your own Oxford username and SSO and password
    2. Click on your initials or picture in the upper-right corner
    3. Select Open another mailbox
    4. Enter the name or email address of the mailbox you want to open
    5. Click Open and the mailbox will open in a new window (which can be bookmarked for direct access)

    The shared mailbox can also be added to the leftmost column of your default view:

    1. Log in to Nexus365 using your own Oxford username and SSO and password
    2. In the leftmost column, right-click Folders
    3. Select Add shared folder
    4. Provide the name of the mailbox
    5. Select the mailbox, then Add

    When using Apple Mail on a Mac:

    1. Open Apple Mail.
    2. Select Mail > Add Account > Exchange
    3. Provide the following:
      Name The name of the mailbox
      Email address The email address of the mailbox
      Password Your SSO password
    4. Then provide:
      Description The name of the mailbox
      User Name Your own Oxford username plus @OX.AC.UK (for example abcd1234@OX.AC.UK)
      Password Your SSO Password
      Server outlook.office365.com

    IT Services have a number of service requests, so you can make changes to your secondary accounts.  Please note that only the account owner or IT support staff can make these requests.

    You can find out which accounts you own, and which type they are, on the User info page on the Self-registration website.  See instructions for finding out about accounts you are the owner of.

    If you are the Account Owner, you can also find out who has delegated access to a particular secondary account from the same Self-registration website.  See instructions for finding out who has delegated access to a secondary account.

    If you are not sure whether the account or mailbox you use will be affected, please contact the Account Owner to discuss.

    If you have access to an account but are not the Owner, and you don't know who the Owner is, you should speak to your local IT support or the Service Desk, who can look up the owner for you.

    Word will use Outlook's current default sender when performing a mail merge.  To allow this to happen when using a secondary account:

    1. Open Outlook
    2. Select File > Account Settings > Account Settings... > E-mail
    3. If the email address:
    4. Select File > Options > Mail
    5. Within the Send messages section, ensure Always use the default account when composing new messages is checked.

    If you set up the mailbox in a new profile you can switch back to your usual profile once the mail merge has completed.  The new profile can be used again if it is required in the future.

    When creating a project account that includes an SSO, it is the responsibility of the mailbox owner to ensure compliance with University policy and to keep records of the use or distribution of shared credentials.  Contact the Information Officer for your unit or department in order to fully understand these responsibilities.

    Due to the increased security risk, it is recommended that mailbox only accounts are used instead of SSO and mailbox accounts wherever possible.  For existing accounts that have both an SSO and mailbox, a request can be made to update these to be mailbox only.

    Get support


    Local IT support provide your first line of on-the-spot help

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    Common requests and fault reports can be logged using self-service

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    The central Service Desk is available 24x7 on +44 1865 6 12345

     

    If you do not have an SSO account you can use this form to contact the Service Desk