The instructions below are designed for setting up delegation to a departmental or shared email mailbox. Email accounts of this nature are viewed and managed by multiple people and all users have the ability to access the full mailbox’s functions. This is ideal for a department email account, ex: servicedesk@jcu.edu or an organization email account, ex: jcustudentleaders@jcu.edu.
Setting up 2-Factor Authentication
Setting up Email Delegation
Viewing a Delegated Email
The first step in using a delegated mailbox is to set one person up as the administrator for the account. This person will be responsible for adding and removing people’s access to this account. Once that person is identified they should set up dual authentication for this mailbox following the instructions provided on our website.
When setting up 2FA for a shared account keep the following in mind:
Never use a personal phone number or email account.
Don’t use another shared email account
Instead, use a departmental phone number
Enter your shared email address, click Next
Enter the password for this account, click Next
If you don’t know the password for this account or have access to the 2-step verification method you can call the Service Desk, x3005, and we can assist with resetting this password.
Once logged into the shared mailbox, click on the gear (upper right corner of the screen) and select Settings
In the settings menu, click on the Accounts and Import t
Under the “Grant access to your account” section, click on Add another account
Enter the email address of the person you would like to give access.
This step triggers an email to that person and they must accept the invitation. Users invited to have delegated access will receive an invite that must be accepted within 24 hours before expiring.
Once the invitation is accepted it can take upwards of an hour for the mailbox to show up
Once delegation has been done and the invitation has been accepted you will be able to view this email account through your jcu email account.
Log into your email account
This must be the account that accepted the invitation.
Click on the John Carroll University logo in the top right corner and select the account that you would like to view
The mailbox will open up in a separate tab
Delegate and Collaborate on email