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FAQ functional mailboxes

In addition to the personal mailboxes, there are also functional mailboxes. The requester of such a functional mailbox becomes the 'owner', this owner can give others access. Every two years, the owner is asked if the mailbox is still in use.

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Functional mailbox naming

A functional mailbox has a name (it appears in the Exchange address book of the university) and an e-mail address.


Functional mailbox of the type: shared mailbox

The name should consist of two parts. Part one says something about what the mailbox is used for, part two is the name of a (sub)unit of Radboud University. Depending on the mail conventions used by that unit, the second part is before or after the @-sign in the mail address. Examples:

  • Secretariat (part 1) ISC (part 2), associated mail address: secretariaat-isc@ru.nl
  • Management Secretariat (part 1) UVB (part 2), associated mail address: beheerssecretariaat@uvb.ru.nl (of beheersecretariaat-uvb@ru.nl)

Conditions to be met by the name of this type of functional mailbox

Both parts of the name

  • may not begin with a space but may contain a spacemay
  • may contain the following characters: a-z, A-Z, 0-9, - (hyphen) and &.
  • Addresses of this type of functional mailbox may contain the following characters: a-z, A-Z, 0-9, - (hyphen) and a . (point).

Further:

  • Part 1 may consist of up to 50 characters, Part 2 up to 30. Together, they may not exceed 64 characters.
  • The name and the linked mail address must be approved by the Naming Authority of the university or by the Functional Administrator of Exchange (this will be checked if you have submitted a request for a functional mailbox)



Functional mailbox type: room

The name should consist of two parts. Part one is the location of the room, usually: building (defined standard abbreviation)-floor-room number. Part two indicates the type of room. Examples (E stands for Erasmusgebouw): Forum for the ILS builiding:

  • 15.09, meeting room FdL
    Associated e-mail address: E1.15.09-vergaderkamer-FdL@hosting.ru.nl
  • 20.11, DPO meeting room
    Associated e-mail address: E1.20.11spreekkamer-DPO@hosting.ru.nl

The @ symbol is followed by the words 'hosting.ru.nl' to prevent mail from outside the university being sent to these mail addresses (e.g. spam).

Conditions that the name of a functional mailbox of this type must satisfy

Both parts of the name

  • must not start with a space but may contain a space
  • may contain the following characters: a-z, A-Z, 0-9, - (hyphen) and & . (point)
  • Addresses of this type of functional mailbox may contain the following characters: a-z, A-Z, 0-9, - (hyphen) and a . (point).

Further:

  • Part 1 contains a default location indicator so that they are displayed in the address book in a logical order. The name may be changed accordingly.
  • Section 2 consists of a maximum of 30 characters. Together, they may not exceed 64 characters.
  • The name and the linked mail address must be approved by the Exchange functional administrator.



Functional mailbox of the type: equipment

The name should consist of two parts. Part one is the name of the equipment, part two the name of the (sub)unit to whom the equipment belongs. Examples:

  • Lending laptop2, ISC
    Associated e-mail address: Uitleenlaptop2-isc@hosting.ru.nl
  • Beamer, FdM
    Associated mail address: Beamer-FdM@hosting.ru.nl

The @ symbol is followed by 'hosting.ru.nl' to prevent mail being sent to these mail addresses from outside the university (e.g. spam).

Conditions that the name of a functional mailbox of this type must satisfy

Both parts of the name

  • must not start with a space but may contain a space
  • may contain the following characters: a-z, A-Z, 0-9, - (hyphen)  & and a . (point).
  • Addresses of this type of functional mailbox may contain the following characters: a-z, A-Z, 0-9, - (hyphen) and a . (point)

Further:

  • Part 1 may consist of up to 50 characters, Part 2 up to 30. Together, they may not exceed 64 characters.
  • The name and the linked mail address must be approved by the Exchange functional administrator.

Who is authorised to apply for a functional mailbox?

All Radboud University employees who are in possession of a U-number. If you do not have a U-number, you will need to find someone within your department or faculty who is willing to be registered as the owner of the mailbox.

How do I know who the owner of the functional mailbox is?

Please contact the ICT Helpdesk to find out who owns the functional mailbox.

How do I apply for a functional mailbox?

Staff workers with a “U number” can apply for a functional mailbox (with a functional e-mail address) in the Accountportal (click on “Functional Account”).

When you apply for a functional mailbox, you must submit the desired e-mail address and the name of the account. The name (not the e-mail address) will appear in the address book.

How can I access a functional mailbox?

To log in to a functional mailbox you need full access rights.

  • At a RU workstation, the mailbox is automatically visible in the folder list of your personal mailbox.
  • Via the webmail (mail.ru.nl) you log in to your personal mailbox. Then you can access the functional mailbox in two ways.
    • You can add it to the folder list, just like in Outlook at the workstation. Right-click on your own name on the left side of the folder list (Figure 1).
    • You can also open the functional mailbox in a new tab. To do so, right-click on your own name (top right corner of the screen) and choose to open another mailbox (Figure 2).

F-mailbox koppelen in OWAF-mailbox openen OWA

How can I share the mailbox with others?

(This only applies to individuals who have an RU Exchange e-mail account). Full access to the mailbox can be requested by the owner for him/herself or for others. Such requests can be submitted via the application form on our selfservice portal in Topdesk. Those who are authorised can, as explained above, link the mailbox to OWA and Outlook. If you are granted full access, you are usually given authorisation for sending e-mails with the sender name of the mailbox as well. However, ‘full access’ means that all authorised individuals own full rights to the mailbox. The IDM registered owner remains the only person who can make change requests at the helpdesk.

How do I change settings (rules and messages) on a functional mailbox after migration to M365?

If you have administrator rights for a functional mailbox after your personal mailbox has been migrated to M365 and you want to make changes go to https://mail.ru.nl/owa/naamvanfunctionelemailbox@ru.nl . You can then log in with your personal email address and password.

What else is required of the registered owner?

The registered owner is the only person who is authorised to send in requests for changes with regard to access rights, display name et cetera. It is expected of the registered owner to register a new owner should he/she leave the department or RU altogether. The manager of the departing registered owner will appoint a new owner if the former owner fails to do so.

Self-service

Visit the Accountportal to:

  • apply for a functional mailbox
  • appoint a new owner for the mailbox
  • extend the f-account (required every two years)