Generic (shared) mailboxes

A 'Generic Mailbox' is a mailbox that can be accessed by multiple users. The mailbox and its associated email provides a single point of contact relating to a particular topic/service (for example, graduation) rather than to a single person or list of people.

Target Audience: Massey University staff

Note: The mailbox is defined within Exchange (Outlook) and can only be accessed by registered Exchange (Outlook) users with Windows-based PCs.

Applying for generic email addresses

  • Complete the Generic (Shared) Mailbox Request form via AskUs.
  • Include a short 'business case' justifying the purpose and intended use of the mailbox
  • Requests for generic mailboxes are assessed individually and are not approved automatically

Guidelines for generic email addresses

  • The email address must include the department’s name and use for the address. For example, if the address is to manage course enquiries:
  • Email address components must be separated with either hyphens or full stops. For example: or
  • The mailbox 'owner' specifies member's permissions/rights: read, modify or owner. For more information, visit Outlook Permission Types.
  • The email address can be up to 30 characters long, which allows for informative and descriptive addresses to be allocated. Many generic email addresses are used on web pages.

Service costs

  • $10 per month.


  • The mailbox must be used within Exchange (Microsoft Outlook for Windows).
  • Shared mailbox members must be registered Exchange (Outlook) users.
  • Shared access will be available through email accounts. Members cannot directly login to the mailbox.
  • Members have send-on-behalf rights (the sender’s name will display in emails sent from the mailbox).
  • Basic email functionality is provided (send, receive, save messages to personal folders).
  • Other network services associated to a network usercode are not provided (for example, Outlook web access).
  • Email addresses listed in the Exchange address book must be as informative as possible.

How do I configure the mailbox for use on my computer?

  • Once set up, access the mailbox by following the instructions found in AskUs -  How do I add a shared mailbox?
  • Note: Only people listed on the form will be able to access the mailbox. If other staff members need to be added, please advise the Service Desk

See also

Contact the Service Desk

Phone 06-356-9099 ext. 82111 (preferred method)

7:45am - 5pm, Monday to Friday
(excluding Public and University holidays)

Out-of-hours Support

AskUs Self-Service to log a request online (staff)

Full contact details

Other ITS Information

IT Services Dashboard (staff)




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