This article contains information for University staff only.

If you do not currently have a password to a Shared Mailbox, but require this to grant access or utilise a 3rd party mail client (e.g Outlook or iPad), please contact the Service Desk on 023 9284 7777.

For each Shared Mailbox, a responsible person will be identified and they will be issued the password for the nominated account.

There are two reasons that the username and password will be issued for a Shared Mailbox (also known as Delegate accounts) these are outlined below.

Managing Access

By logging in fully to the shared-mailbox@port.ac.uk it is possible to gain access to all of the mail settings available to a normal staff account. This includes the ability to add or remove accounts with delegate access.

This access can be managed by logging into the account and navigating to Settings Accounts Grant Access to your Account.

Once you have granted delegate access, the recipient will be sent an email inviting them to accept access to the Shared Mailbox. They will need to click the appropriate link within their invitation email in order to gain the access you have offered.

If you have any difficulties managing this access, please contact the Service Desk on 023 9284 7777 for assistance.

Using a mail client

It may be beneficial to have mails sent directly from a Shared Mailbox via an email client, such as Outlook. Where this is the case, support should be sought from your site-team to ensure the configuration is tuned to your particular requirements, please contact the Service Desk on 023 9284 7777 for assistance.

The client should be configured using the SMTP server details for sending mail, and if required the Googlemail IMAP settings should be configured for the receipt of mail.

General Guidelines

It is the responsibility of the identified responsible person to take every measure to prevent abuse of this account, including but not limited to:

  • Preventing the account credentials being disclosed unnecessarily, the number of people with possession of the password should be very small, usually an individual.

  • Ensuring the password is only used for one of the two above uses, any other purposes should be discussed with the Service Desk or your Service Delivery Manager prior to such use.

  • Ensuring the details are not released to any non-UoP staff, (Student’s and 3rd parties should NOT be given this password)

  • The Shared mailbox login should not be used to send or manage emails, you should continue to use your delegate access for these requirements.

If Information Services believes a Shared Mailbox has been compromised, the password will be reset. This will not prevent staff from accessing the mailbox via the delegated account method, but will prevent mail clients from sending mails and the responsible person from managing access. Please contact the Service Desk on 023 9284 7777 for assistance if this is the case.

Please use Chrome for adding/removing access to Delegate accounts.

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