Role based email service change
In January 2025, the role-based email (RBE) service is changing as part of the Exchange Online upgrade for employees. Our current role-based email account configuration isn’t compatible with Exchange Online, so they will need to be converted before upgrading. We recommend all RBE owners begin evaluating options now so you have a clear upgrade path for each of your accounts in early 2025.
We’ll provide more details about how to convert your role-based email accounts in January 2025, but this page covers all the available options so you can begin to plan for the change. Your department’s IT support staff are available to help you choose the best solution.
Upgrade options
There is no direct replacement for RBE accounts in Exchange Online, but there are several different upgrade options available. Role-based email accounts are used for a variety of purposes. This upgrade provides RBE owners with an opportunity to choose an upgrade solution that works best for their needs.
Use your primary NetLink ID email account
Cost: free
Best for: single user
Everyone with an active UVic NetLink ID has an email account. Depending on your RBE use case, it might be easiest to switch to using your primary NetLink ID email account. This option works if you’re the only person using the role-based email account.
How to switch
Contact your IT support for help with saving email or contacts from your RBE. After that’s done, they can help you delete the old role-based email account.
Shared mailbox
Cost: free - shared mailboxes are funded centrally by the university
Best for: multiple users
This option is most similar to your current role-based email account. It has all the same features:
- an email address
- a mailbox that can be accessed by multiple users
- a calendar that can be used by multiple users
- self-serve delegate access
Shared mailboxes cannot be signed into directly using the mailbox's username and password.
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).
How to switch
Role-based email account owners can request a switch to a shared mailbox through .
Email alias
Cost: free
Best for: single user
This is a custom email address that gets assigned to an existing Exchange Online mailbox. It lets you send and receive email using that email address, but all the mail still lives in your own mailbox instead of a separate one.
You can convert your RBE address into an email alias, so you don’t need to update all your contact information. This option works if you’re the only person using the role-based email account.
Learn more about email aliases.
How to switch
Role-based email account owners can switch to an email alias through .
Distribution list
Cost: free
Best for: multiple users
A distribution list is a single email address that can deliver messages to multiple recipients. When you send emails to a distribution list, you're really sending it to all group members. If you’re using an RBE to make sure multiple people can read emails it receives, a distribution list may work for you.
You can convert your RBE address into a distribution list that uses the same email address, so you don’t need to update all your contact information. This option works best if you’re just looking for group email.
Learn more about distribution lists.
How to switch
Role-based email account owners can switch to a distribution list through .
Microsoft 365 group
Cost: free
Best for: multiple users in the same Microsoft Team or SharePoint Online site
A Microsoft 365 (M365) group is like a distribution group but gets attached to a Microsoft Team or SharePoint Online site. The M365 group has:
- a dedicated email address
- a shared mailbox
- a shared calendar
- easy to manage user access through Teams or SharePoint
This is a great option if you’re looking for group email and a shared calendar that’s synced with Microsoft Teams or SharePoint Online.
Learn more about Microsoft 365 Groups.
How to switch
Role-based email account owners can switch to a Microsoft 365 Group through .
Resource calendar
Cost: free
Best for: multiple users
Resource calendars are a special type of mailbox that just have a calendar. You add other UVic users so they can view, edit and book in a shared calendar. These are commonly used for booking department resources like meeting rooms or equipment.
This is a great option if you only want a shared calendar.
Learn more about resource calendars.
How to switch
Role-based email account owners can switch to a resource calendar through .
Support
If you have any questions about the role-based email service change or want help choosing RBE upgrade options, you can contact the Computer Help Desk or your department’s IT Support staff.