Aliases and shared mailboxes, permissions for mail resources, and information required for reporting.

Detailed Overview of These Topics with Examples

Mailbox

A mailbox is a resource on the mail server where messages associated with a user's account are stored. Each mailbox is assigned a unique email address in the format login@server_name. At Gdańsk University of Technology, mailboxes are identified by addresses like adaprzyk@pg.edu.pl or s123456@student.pg.edu.pl (for an example user named Adam Przykładowy). It is important to note that student mailboxes are managed by Microsoft, not by the university. Additionally, addresses such as adaprzy1@pg.edu.pl (with added digits if there are multiple users with similar names) also signify mailboxes.

Shared Mailbox

A shared mailbox is a special type of email account that allows multiple users to access one central email account. It is a highly useful tool in organizations where collaboration on email management is essential, such as in support teams, customer service, or projects requiring joint email management.

Key Features of a Shared Mailbox:

1. Centralized Message Location:
   All emails sent to the shared mailbox address arrive in one "Inbox" folder accessible to all users with appropriate permissions. This ensures all correspondence related to a specific project, client, or department is stored in one place.

2. Shared Access:
   Users can share access to the mailbox, meaning they can view, respond to, and manage messages. Permissions can be tailored—for instance, some users may have read-only rights, while others may have full access, including the ability to delete messages.

3. Message History:
   New users added to the shared mailbox automatically gain access to the entire message history. This allows them to familiarize themselves with previous correspondence without needing to forward old messages.

4. Sending Emails:
   Users with the proper permissions can send emails from the shared mailbox address. The recipient sees that the message was sent from the shared mailbox, which is useful when a team responds to inquiries using a unified email address.

5. Tracking Correspondence:
   Each user of the shared mailbox can see who has already responded to a specific message, preventing duplicate responses and streamlining team collaboration. Messages can be grouped into threads for easier tracking of communication continuity.

6. Data Security:
   When a user loses access to the shared mailbox, they also lose access to its correspondence. This minimizes the risk of unauthorized data access, especially when employees change roles or leave the organization.

7. Separation from Personal Email:
   Messages from the shared mailbox folder do not mix with the user's personal emails. This separation allows professional correspondence related to a specific project or department to remain distinct from private emails.

Email Alias

An email alias is an additional email address that forwards messages to one or more mailboxes. Employees are typically assigned aliases in the format first_name.last_name@pg.edu.pl.

An alias can also serve as a distribution function. For example, sending an email to instructorsekcjikarate@pg.edu.pl (a sample address) might deliver the message to all karate instructors at the university. Similarly, an alias may direct messages to a shared folder.

Differences Between Email Aliases and Shared Mailboxes

Email Alias:

1. Forwarding Functionality:
   An alias is an additional email address that forwards messages to one or multiple mailboxes. It is not a separate mailbox but merely an address that "masks" the target mailbox or mailboxes.

2. No Separate Message Storage:
   An alias does not store messages in a separate folder. All messages sent to the alias are delivered to the primary mailbox of the user(s), mixing with their personal emails.

3. No Access to Message History:
   New recipients added to an alias cannot access messages sent to that address before their addition. An alias does not support managing prior correspondence.

4. Limited Control:
   When an alias is managed by multiple people, there is no way to track if someone else has responded to a message. There are no tools for tracking responses or managing group messages.

5. Use Case Example:
   An alias is useful when multiple people need to receive messages sent to a single address (e.g., a functional alias), but it is not effective for collaboration on shared email management.

Shared Mailbox:

1. Separate Message Storage:
   A shared mailbox is a physical email account with its own "Inbox" and other mail folders accessible by multiple users. Messages are stored in one central location, separate from users' personal mailboxes.

2. Access to Message History:
   New users added to a shared mailbox gain access to the entire message history stored in that mailbox. All users can view the same messages, facilitating tracking of correspondence and action history.

3. Advanced Management:
   Users can manage messages within the shared mailbox, checking who has already responded to a message, improving coordination and consistency in team actions. Messages can also be grouped into threads for better organization.

4. Permissions and Access Control:
   When a user's access is revoked, they lose the ability to view all messages, enhancing data security.

5. Use Case Example:
   Shared mailboxes are ideal for team-based email management, where multiple people need to collaborate on responses and manage incoming mail. They are commonly used in customer service or project collaboration.

Summary

An alias is a simple message-forwarding mechanism without additional management functionality. In contrast, a shared mailbox provides a full email space shared by multiple users, allowing advanced correspondence management.

Distribution List

A distribution list is a collection of email addresses that receive messages sent to a designated list address. Unlike aliases, distribution lists allow restrictions on who can send messages to the list, enhancing control over communication.

Permissions for Mail Resources – Required Information for Requests

When managing aliases and shared mailboxes, it is essential to consider user permissions:

Permission Levels:

1. Access (Yes/No):

   • Full Control: The user has complete permissions to view, reply, forward, and delete messages.

   • No Access: The user cannot access the mailbox or view its messages.

2. Ability to Send Emails as Alias (Yes/No):

   • Sending as Alias: The user can send messages from the alias address without full access to manage the mailbox contents.

3. CopyToUser:

   • Copies of messages sent to a mailbox can be forwarded directly to a designated individual.

Important Notes:

• Permissions in shared mailboxes are global. It is not possible to selectively block certain functions, such as message deletion.

Required Information to Grant Access:

To request access to a shared mailbox or alias, the following details must be provided:

1. Full Name:
   The name of the person who needs access.

2. Employee Number or Short Login:
   A unique identifier for precise identification.

3. Approval Confirmation:

   • Requests for creating aliases or shared mailboxes must be approved by the Department Head or Unit Director.