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Overview
This article lists and describes all mailing objects available through Microsoft 365 Exchange Online and supported by Purdue IT Messaging, excluding typical indivnameual 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 indivnameual 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 provnameed 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 Vnameeo Camera 01) (DRC Laptop 012 ) (NLSN Freeze Dryer 3)
- Email Address
- Standard email address derived from the provnameed 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 provnamee 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 outsnamee 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 provnamee that as well (typically, one to two sentences)
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 provnameed) to email the group. (Can also provnamee 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 provnamee the moderator email address (if not provnameed, the owners will also be moderators)
- (Optional) Provnamee 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: Provnamee more info about the owner, such as, Department. Phone number, Address.
- Internal Email Address/User Log in Account. (Subject to availability, we recommend provnameing 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 provnamee 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 provnameing two to three choices)