Shared and secondary accounts

An account owner, or appropriate IT support staff (for secondary accounts), can request updates to the delegates of a Nexus365 account.

One or more of the following settings can be applied for each delegate:
 

Outlook users can access a mailbox as a delegate.  Other email applications use the account's single sign-on (SSO) and password, in the same way as for personal mailboxes.

Also referred to as project, role-based, non-personal, or generic accounts, secondary accounts are similar to personal Nexus 365 accounts but can be easily shared with other's across the University or transferred to another person.

Secondary accounts are most commonly used so:

• several people can monitor the mailbox of a project or service.
• several people can send from a common mailbox and email address.
• mail and calendars relating to a specific role can be transferred to another person.
• a shared calendar can be used for group events.

Types of secondary account:

A secondary account can be requested on your behalf by your IT support staff using the secondary account request form.

Accounts must be owned by certain types of University card holders, such as staff and postgraduates.  Details of who can own of secondary accounts are available on the card entitlements page, the facility is titled Project accounts.

An account owner, or appropriate IT support staff (for secondary accounts), can make the following updates to the account through service requests.

To check who has delegated access to accounts you own:

1. Access the Self-Registration Home Page
2. Select Set, update or view Nexus mailbox settings
3. Select the appropriate mailbox
4. Select Show mailbox information
5. Select Submit

To check information about the accounts you own:

1. Access the Self-Registration Home Page
2. Select User info from the left hand menu
3. Select Accounts from the top menu bar

If you have access to an account but don't know who the owner is, your local IT support staff or the Service Desk are likely to be able to check the owner for you.

By default, desktop versions of Outlook will save items sent from mapped mailboxes to the account the mailbox is mapped to, usually the sender's personal mailbox.

To save sent mail to its own mailbox, individual settings can be applied in the Windows registry:

• Please first speak to your local IT support staff, updating the registry incorrectly may cause serious issues for your computer.
• HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences, add/change the DWORD DelegateSentItemsStyle with Value Data: 1

Alternatively, a server setting can be applied that affects everyone using the mailbox:

• The mail will be saved to both the mailbox and the original location

• The account owner or appropriate ITSS must contact the IT Service Desk to request this, including:

  • The name and email address of the mailbox
  • Request MessageCopyForSentAsEnabled and MessageCopyForSendOnBehalfEnabled are set to true
  • Confirmation that all delegates are aware of the proposed change

If both the registry and server settings are applied, two instances of the message will appear in the mailbox's sent items folder.

Single sign-on (SSO) passwords of personal accounts must never be shared.

Accounts are usually shared through delegation.  Due to an increased security risk, a secondary account should only have an SSO when necessary.

When a secondary account does have an SSO, it is the account owner's responsibility to ensure compliance with University policy and keep records of the use and distribution of any shared credentials.  To ensure you fully understand these responsibilities please contact your Information Officer.