O365 Mail Access: Service Accounts & Guest EIDs

Staff, Faculty and Students have O365 provisioned automatically

How does a non UT person (Contract Employee, example: NURS Security Guard) get O365 Mail?

Create a Service Account
Stache Account name and Password
Email Postmaster to enable mail for Service Account
1. Hello Systems Mail, Would you please create a mailbox and license your service account (example:COLAITS-SvcTest)

Service account login troubleshooting

If a user is having difficulty logging into a resource account in the Outlook desktop app and you are sure the permissions are correct, check this article from ITS for troubleshooting steps (repeated below): https://ut.service-now.com/sp?number=KB0017132&id=kb_article

Outlook for Mac

Users with FullAccess rights can add this mailbox to their Outlook profile using their own credentials.

From the menu bar, navigate to Tools > Accounts
Click the + button and select Exchange/New Account
In the window that appears, enter the following information:
E-mail address: Shared Mailbox Email Address
When the credentials prompt appears, enter
- Your UT EID or Exchange email address and UT EID Password. Click Add Account
After adding the mailbox, ensure that tools > accounts > select mailbox name > advanced > sync shared mailbox is enabled. If it is not, enable it and restart your client

Outlook for Windows

Users with FullAccess rights can add this mailbox to their Outlook profile using their own credentials.

From the menu bar, select File > Account Settings > Account Settings
In the window that appears, click New
Select E-mail Account and click Next
In the field labeled E-mail Address, enter the email address Shared Mailbox Email Address and click Next
When the credentials prompt appears, enter
- User name: your @austin.utexas.edu email address
- Password: your EID password
- Configure automatically: Checked
Check the box labeled remember my credentials, and press OK
If all information was entered correctly, the mailbox should be successfully added. Press Finish and (if prompted), close and restart Outlook.

Outlook Web Application

Users with FullAccess rights can access the mailbox with OWA

In a web browser, open UT Austin Office 365 Portal and click "Outlook Web App"
Sign in with your UT EID Credentials
Once you see your mailbox, click on your profile icon in the top right of the browser and click "Open another mailbox..."
enter the email address Shared Mailbox Email Address, click on the autocompleted mailbox name, and click Open
The mailbox should open in a new tab.

TL;DR: logins for resource accounts are the user's @austin Office 365 address as username and EID password.

Guest EID mailboxes - Retirement -Remediation Spring 2021

https://utexas.atlassian.net/wiki/display/systems/Guest+EID+Mailbox+Remediation+Instructions

History: Over two years ago—alongside the TRAC retirement project— ITS identified thousands of Guest EID mailboxes that had an AAD entitlement (Active Directory access outside of normal eligibility rules) and a TRAC sponsorship (giving the Guest EID a mailbox). We contacted campus mailbox sponsors to determine the desired remediation process – the options were to delete the mailbox, convert it to a resource mailbox, use a forwarding contact, or to extend access and eligibility for two years with the new EML entitlement.

In the past, these types of mailboxes were created for departmental purposes – before resource mailboxes existed and before AD service accounts were routinely given a mailbox. Today, Guest EID mailboxes are no longer necessary. They are difficult to manage and are a security risk because they encourage password sharing among staff.

The two-year extension period end date was originally 12/15/20. However, due to the ongoing pandemic and to avoid causing additional stress on campus IT support, ITS extended the end date to 6/1/21.