Email tools for work
We offer many Exchange features to help UVic employees collaborate and manage UVic data, projects and operations, including:
- mailbox delegation to let your colleagues access your email or manage your calendar
- shared mailboxes for department-owned mailboxes that multiple people work with
- distribution groups to broadcast email to internal recipients
- Microsoft 365 group email to broadcast email to all members of an existing team
- aliases for existing addresses
- resource calendars to manage bookings for rooms and equipment
Details
- For
- Employees
- Cost
- Free
Resource calendars
Resource calendars represent rooms and equipment that can be reserved. They can be used to manage bookings and use of resources like meeting rooms and scientific instruments. In most cases, resource calendars are only available to select people (for example, a meeting room might only be available to employees and grad students of the department that owns it).
If you have access to a room or equipment, you can reserve it in Outlook using Scheduling Assistant or Room Finder.
IT support staff can create resource calendars. The calendar's owner is responsible for managing the calendar permissions. You can contact IT support to request a new resource calendar.
Mailbox delegation
You can use mailbox delegation to let your colleagues access your email or manage your calendar. Delegation is most frequently used to allow executive and administrative assistants to create and manage meetings for someone else.
You can grant anyone else at UVic access to your calendar, your inbox or a specific folder in your inbox. Contact IT support for help managing your sharing settings.
Distribution groups
Distribution groups are email addresses that can deliver messages to all the group's members.
Microsoft 365 groups work like distribution groups, but membership is tied to an existing team or SharePoint site. All members of that team will receive messages sent to the group email address. Copies of all messages are stored in a mailbox attached to the team. Microsoft 365 groups can also have a shared calendar, document library, notebook, SharePoint site and planner.
Contact IT support for help creating, managing and using distribution and Microsoft 365 groups.
Shared mailboxes
A shared mailbox provides:
- an @uvic.ca email address
- a mailbox that can be accessed by up to 25 people
- a calendar that can be used by up to 25 people
Shared mailboxes require approval. They're intended for:
- academic leaders who need a second mailbox, either to separate academic and research work from administrative work or to share access with other staff
- examples: Dean of Engineering, Chair of Biology, BIOL Advisor
- department-owned mailboxes that front end a service or unit that multiple people manage
- examples: helpdesk@uvic.ca, payroll@uvic.ca, historydept@uvic.ca
- shared mailbox for a short-term employee in a longer-term job function
- examples: work study or co-op students, employees from temporary staffing solutions
Contact IT support to get help using a shared mailbox or request a new one.