Overview
This article lists and describes all mailing objects available through Microsoft 365 Exchange Online and supported by Purdue IT Messaging, excluding typical individual users and email types. These objects can be requested by Purdue-affiliated personnel to meet their departmental email routing and access needs. The article aims to help users gain a better understanding and make informed decisions about selecting the most suitable object for their requirements. It also ensures that requestors understand the necessary information required by IT teams to create these objects.
Details
Mail-Enabled objects are:
Shared Mailbox (SM)
Definition: A Mailbox allows multiple users to send/receive emails from a common address and share its calendar(s). Delegates/members can access that Mailbox from within their individual Outlooks.
Usage: For shared roles like support or info desks.
Required Info:
- Email Address
- Display Name
- Department
- Delegate users' email addresses for individuals who will need to be granted access to this new Shared Mailbox. By default, we grant the provided users Full Access & Send-As Permissions. However, any or combination of the below can be granted:
- { (Full Access) AND/OR {(Send-As) OR (Send-on-Behalf) } }
Resource Mailbox (RM)
Definition: A type of mailbox that's assigned to a meeting location or resource equipment. The resource mailbox is meant to be managed only by its calendar. Such mailboxes can be set to automatically accept or decline booking requests and auto-reply to requesters, or manually by booking delegates, who will receive those booking requests in their own emails and will have the permission to Send-on-Behalf this resource and permission to edit its calendar items/bookings.
Usage: For booking and reserving a physical space room or equipment via meeting requests, simply by including the resource addresses in meeting requests.
Required Info:
- Resource Name
- Standard typically followed for Room Mailbox:
- <"Building Code" "Room Number" "Room Type or Purpose">.
- Ex: (BRNG 2118 Conference Room) (RAWL 2001 Study Room) (ABE 1144 Engines Lab)
- Standard typically followed for Equipment Mailbox:
- <"Building Code" "Equipment Type or Purpose" "Equipment number (if multiple)">
- Ex: (AGEC Video Camera 01) (DRC Laptop 012 ) (NLSN Freeze Dryer 3)
- Email Address
- Standard email address derived from the provided resource name, hyphenated or concatenated, and might be shortened. (spaces not allowed)
- Ex: (BRNG-2118-ConfRoom@Purdue.edu) (ABE-3041A-HuddleSpace@Purdue.edu) (AGEC-Projector3@purdue.edu)
- Department
- Optional additional details such as room capacity or location address.
- Optional settings if changes are required for mentioned Purdue IT defaults:
- Automatically accept/decline meeting requests. (Yes/No Default= Yes), If set to No, Please provide the booking delegate(s) email address(es) who will accept/decline booking requests manually.
- Allow repeated meetings. (Yes/No, Default= Yes)
- Allow scheduling only during working hours. (Yes/No, Default= No)
- Automatically decline meetings outside of below booking limits below (Yes/No, Default: Yes)
- Default booking limits are as follows: Booking windows are not to exceed (180) days. The Maximum duration for a single booking is (24) hours.
- Moreover, if you wish to customize the automatic reply back to the meeting requester/organizer, you may provide that as well (typically, one to two sentences)
Microsoft 365 Groups (Ms365G)
Definition: Provides a group email and shared workspace for collaboration, both within and outside your company, where individuals from outside the organization can be invited. It includes SharePoint, files, calendar events, Stream, a Planner, and optionally, MS Teams Team. Moreover, it can be used to grant its members access to other SharePoint sites with the same organization.
From a mailing perspective, this will appear in members' Outlooks under their primary mailbox, categorized under 'Groups' (at the same level as the Inbox folder). It generally functions like a Shared Mailbox (SM); however, it has only a single root folder for all receiving emails and cannot create subfolder structures.
Usage: Team collaboration with a shared Mail Folder, Files, Calendar, SharePoint, Team, and a few others.
Required Info:
- Email Address
- Display Name
- Department and Short Description
- Group Owner(s), and Member(s) Email Addresses
- Optional settings if changes are required for mentioned Purdue IT defaults:
- MS365 Group type (Public/Private, Default= Private)
- Public: The group can be joined by everyone without getting approval from the group owner. Anyone can access the group.
- Private: The group is not open for everyone to join, and group owners are the ones who can add or remove members. Only members can access the group content.
- Create an MS Team for this group. (Yes/NO, Default= No)
Distribution Group/List (DG)
Definition: A mail-enabled group distributes messages to group members without retaining emails because it does not have a mailbox. Distribution groups aren't security principals and therefore, can't be assigned permissions or used to grant it’s members access to any other MS365 resource.
Usage: Broadcasting information emails to a group.
Required Info:
- Email Address
- Display Name
- Department and Short Description
- Group Owner(s), and Member(s) Email Addresses
- Optional settings if changes are required for mentioned Purdue IT defaults:
- Receive emails from external sources (Yes/NO, Default= NO).
- Additionally, you can restrict who can send messages to the group, allowing only specified users or groups (if provided) to email the group. (Can also provide this same group name itself so only group members can send to this group)
- Joining the Group (Open/Closed/OwnerApproval, Default= Closed). If closed, only group owners or designated IT can add members. Of OwnerApproval, the Owner will receive an email for any joining requests.
- Leaving the Group (Open/Closed, Default= Closed)
- Require Moderator (Yes/No, Default= No)
- If set Yes: Need to provide the moderator email address (if not provided, the owners will also be moderators)
- (Optional) Provide email addresses for anyone who doesn't require message approval.
- Notify a sender if the message isn't approved: Choose one "Only Sender" (default), "Only Sender in your organization", OR "No notifications."
- Require delegates (Default= NO Delegates Assigned)
- May select who can send emails from this group address. Choosing "Send as" permission allows the delegate to send email from this group; from the recipient's perspective, the email is sent by this group. "Send on behalf" permission allows the delegate to send email on behalf of this group.
Mail User
Definition: A Mail-Enabled User with a Purdue email address Only redirects to an external email address. Additionally, a mail user is a security principal with sign-in credentials within the MS 365 organization and can access resources (if granted permissions to other MS365 resources).
Usage: Redirecting emails to external users and granting access to other MS365 resources, such as being a member of other distribution groups, SharePoint, teams …etc.
Required Info:
- Display Name
- If for a person, First & Last names are preferred.
- The Mail User Owner Organization/Company name.
- Optional: Provide more info about the owner, such as, Department. Phone number, Address.
- Internal Email Address/User Log in Account. (Subject to availability, we recommend providing two to three choices)
- External Email Address
- Optional settings if changes are required for mentioned Purdue IT defaults:
- Mail User Sign-in (Allowed/Blocked, Default= Blocked). If this Mail User needs to be used to access other resources, the requester needs to provide details of “What resources are needed?”, “Why?”, “For How Long?”.
Secondary/Additional Email Address (Alias/Proxy Address)
Definition: Additional email addresses for an Exchange Online mailbox. The primary address is the only one that can be used for outbound messages.
Usage: When an additional email address for an existing Mail object is needed, e.g., after a name change or for marketing purposes.
Required Info:
- Current Mail Object Primary Email Address
- New Requested Additional Email Address (Subject to availability, we recommend providing two to three choices)
Still need help? Click the 'Purdue IT Request' button to start a ticket.