University Systems help centre
Shared mailbox support
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.
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.
Using your shared mailbox
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 work computers or student computer labs
Shared mailboxes can be accessed through a web browser, the Outlook desktop application on Windows or macOS, and the Outlook mobile app.
Before you get started, the shared mailbox owner needs to grant you access.
If you are a shared mailbox owner, you can manage access and customization details through .
All shared mailbox use is subject to UVic policies including IM7200 and IM7800.
Outlook on the web
- Using a web browser, navigate to uvic.ca/email and access your Exchange account using your primary NetLink ID and password.
- Once logged in, click on your profile picture in the top right-hand corner and select Open another mailbox... from the drop-down menu.
- Type in the role-based email address and click Open. Example: sharedmailboxl@uvic.ca
- Your shared mailbox should open in another browser tab.
Outlook for Windows
Before you can add your shared mailbox, make sure you have Outlook installed on your computer.
Follow Microsoft's instructions to .
Outlook 2019 or Outlook 365 for macOS
Before you can add your shared mailbox, make sure
- Your computer is running either Office 2019 or Office 365 for Mac.
- You have already added your primary @uvic.ca email address.
Follow Microsoft's instructions to .
Outlook mobile for iPhone and Android
Before you add your shared mailbox to Outlook Mobile, make sure
- Outlook Mobile is installed on your Android or iOS device.
- You've added your primary @uvic.ca email address.
Follow Microsoft's instructions to .
Using your RBE (legacy instructions)
Existing role-based email accounts will continue to function, but owners should make plans to upgrade.
Adding your RBE to Outlook for Windows
Before you start, make sure:
- You have been granted access to the RBE account by the owner.
- Outlook 2016 or Outlook 365 has been installed on your Windows computer.
If you sign in with your UVic account to your computer, you won't need the RBE password if you have delegation rights on the RBE. If you don't sign in with your UVic account, or if you do not have delegation rights, you can contact the account owner for the password.
Configure a role-based email using Outlook for Windows
- Close Outlook. Click the Windows Start menu icon at the bottom of your screen, type in Control Panel, and select the Control Panel application.
- Click on Mail. You can use the search panel in the top right corner of the window if you cannot find the Mail application.
- Click on Email Accounts.
- Ensure your primary @uvic.ca email address is already added. Instructions can be found on the Configure Exchange for Windows page.
- Under the E-mail tab, click New.
- In the Auto Account Setup, fill in your name and role-based email address.
- Leave the Password and Retype Password fields blank, then click Next.
- Select Allow on the bottom right when prompted with the pop-up window to Allow this website to configure server settings.
- Select Finish on the bottom right of the window.
- Open Outlook. If you are off-campus or using a computer not connected to the UVic domain, you may be prompted to enter your email address and password.
Adding your RBE to Outlook for MacOS
Before you start, make sure:
- You have been granted access to the RBE account by the owner.
- Office 2019 or Office 365 for macOS has been installed on your computer.
- You have already added your primary @uvic.ca email address.
Configure a role-based email using Outlook 2019/365 for mac
- Open Outlook.
- From the menu bar, choose Tools > Accounts.
- A dialogue box with Accounts will open, click on the + sign to add a new account.
- Enter the role-based email address (including @uvic.ca) in the email field and click Continue.
- Fill in the DOMAIN\username or Email with your primary @uvic.ca email address. Fill in Password with your NetLink ID passphrase. Leave the Server field empty.
- Click Add Account.
- Once you're back on the Accounts window, select the role-based email from the sidebar and click Advanced.
- Check the Sync shared mailbox option to make sure your role-based email will arrive in your inbox automatically.
- Close the Accounts window and restart Outlook.
- Your role-based email should now be added to Outlook.
Adding your RBE to iPhone and Android
Before you start, make sure:
- You have the password for the RBE.
- Your Android or iOS device is up-to-date.
- You have already added your primary @uvic.ca email address.
Configure a role-based email for iPhone
- From the Home screen, click the Settings icon.
- Select Mail.
- Select Accounts.
- Click on Add Account.
- Select Microsoft Exchange as the account type.
- Enter the name of the role-based email address and click Next.
- Click on Sign In when prompted.
- Enter your role-based email address and password. This password can be set through by the owner(s) of the role-based address. Click Next.
- Your role-based email should now be set up on your device.
Configure a role-based email for Android
Please note: Android devices do not fully support Exchange ActiveSync encryption so they are not recommended standards.
These instructions were written using the Samsung Galax S10e running Android 11. Instructions may differ depending on your device.
- Go into Settings and select Accounts and backup.
- Select Manage accounts.
- Scroll to the bottom of the page and choose Add account.
- Select Microsoft Exchange ActiveSync.
- Enter your role-based email address and password. This password can be set through by the owner(s) of the role-based address. Then, click Manual setup.
- If prompted, use UVic for the Domain. For the Exchange server, use mail.uvic.ca. For Port, use 443. Connect using SSL. Tap Sign in.
- You may see a warning about security settings. Click Apply. If you do not already have a secure passcode set on your device, you will be prompted to create a new passcode. For instructions on how to do this, please visit: Set your passphrase: Android devices
- If you have not yet set up an Exchange account on this device, you will now have an opportunity to review which features on your device your Exchange account will be able to control. Click Activate to finish setting up Exchange.
- Your Android device should now be configured for use with your role-based email address.
Support for shared mailboxes
If you need assistance with a shared mailbox or role-based email, contact the Computer Help Desk.