ITS Departmental Email Account
A departmental account is an email account associated with a
particular department or program. Typically, the account is used
for communications between the department and the audience that
department serves. Departmental staff must accept responsibility
for managing communication and mailbox cleanup. The management of
this mailbox will directly affect the level of customer service and
convey a public relations image. It is imperative that email sent
to these accounts, from any and all constituencies, receive timely
responses to inquiries.
Departmental accounts will be created only when certain
requirements are met.
- A departmental email box will be created when:
- A department or functional area needs to promote their programs
in marketing materials and respond to applicant or student
inquiries.
- A department or functional area or special project needs to
maintain uniform communications with the college community.
- The departmental/functional administrator provides
justification of the need for the departmental account, and
specifies who will be the responsible owner, editors and authors
for the account.
- The request is approved by ITS.
- The owner, editors (at least 2) and authors are identified for
the account. They will share the workload for managing the
mailbox.
- Email box editors must be responsible for maintaining the inbox
on the server.
- If the departmental account is used to perform a mass mailing
via email, the account owner or editor must consult with the Manager of ITS
Customer Support and Training Services to confirm that
mailing guidelines are followed.
Instructions for Delegates in the Departmental Email Box
- All departmental email boxes will be set up and delegate rights
will be authorized as requested; no password will be provided; all
editors and authors will access the box as a delegate.
- To open the mailbox in Outlook, click File > Open Other
User's Folder; type the name of the email account and click
OK.
- When you reply to messages within the departmental email
account, the reply email will automatically come from the
departmental account name "on behalf of [user's name]."
- To initiate a new email message, put the departmental account
name in the "From" field. If you don't see the "From" field, click
View > From. (Or if you use Word as your editor, click on
Options.)
- Delegates should devise a plan for sharing the responsibilities
of monitoring the mailbox and following up on replies. ITS advises
delegates to use color-coded categories to mark email they are
working on.
- To clean the mailbox, ITS advises that the primary editor
create a personal folder in Outlook and drag emails to be stored to
that personal folder. (The normal archiving process is not
available for delegates.)
Managing the Departmental Email Box
- Due to limited storage resources, departmental email boxes will
be subject to the
same size limitations for email box and attachments as those for
individual email accounts.
- Departmental staff should make reasonable efforts to review
undeliverable messages and make corrections to original databases
(including student demographic data in Colleague).
- Departmental staff must accept responsibility for managing
communication and mailbox cleanup. The management of this mailbox
will directly affect the level of customer service and convey a
public relations image; it is imperative that all constituencies
can send email to these accounts and receive timely responses to
their inquiries.
- Handling of departmental email accounts are subject to all
current policies and guidelines for email communications.