Shared mailboxes
Email and calendar
Service change notice
The role-based email (RBE) service is now the shared mailbox service. This is part of the Exchange Online upgrade for employees.
- New shared mailboxes can't be created at this time.
- Existing role-based email accounts will continue to function, but you should plan to upgrade.
You can contact your IT support to discuss upgrade options that suit your needs.
Shared mailboxes can be used by multiple users to send and receive email. They include a common calendar your team can use to schedule things like vacation time, work shifts or important deadlines and reminders.
This mailbox option is ideal if you want:
- A generic service or department-specific email address for receiving email correspondence. Example: department.chair@uvic.ca or yourservice@uvic.ca
- Multiple users to monitor and reply to email sent to a common email address.
- An email address and mailbox that stays consistent if individual users or group members change over time.
Shared mailboxes can only be used for email and calendaring. They don’t have a separate username or passphrase. They can’t be used to sign in to other UVic services such as:
- Online software applications like FAST, Banner, or Microsoft 365
- UVic wireless networks or departmental storage
- UVic computers, including computer labs
Shared mailboxes require approval. The criteria used to approve a shared mailbox are:
- Academic Leaders requiring a second mailbox to separate academic and research work from administrative work (E.g. Dean of Engineering, Chair of Biology, BIOL Advisor) and/or managed by multiple staff.
- A mailbox used as a “front end” for a service on campus that is accessed by multiple staff (E.g. helpdesk@uvic.ca, payroll@uvic.ca, historydept@uvic.ca).
- Shared mailbox for a short-term employee in a longer-term job function (E.g. work-study or coop student or employee from temporary staffing solutions).
Service expiry and renewal
Shared mailboxes are a subscription service with a two-year renewal cycle. When you’re near the end of your subscription period we’ll send you email notifications with options to renew or close your shared mailbox.
Who can use this service?
- Departments
- Employees
- Researchers
How do I access this service?
New shared mailboxes can’t be created at this time. You can contact your IT Support to discuss options. If you have an existing role-based email, you can convert into a shared mailbox.
You can manage shared mailbox account settings and delegate access through .
What is the cost for this service?
The cost of this service is funded centrally by the university.
If you have multiple shared mailboxes, consider Microsoft 365 Groups or email aliases to reduce costs.
When is this service available?
This service is available 24 hours a day, 7 days a week, except during scheduled and unscheduled maintenance. You can be informed of service interruptions by subscribing to .
How do I get help with this service?
For assistance with this service, please contact the Computer Help Desk:
Email: helpdesk@uvic.ca
Telephone: 250-721-7687
In person: Locations & hours
If your department has Desktop Support Services, contact your departmental personnel via the Computer Help Desk.