Managing Shared Email Accounts & Distribution Groups in Outlook

Distribution Groups are security groups created in the BCIT Global Address Book. The name of the group should have been emailed to you when the mailbox was created.

When shared mailboxes are setup a new security group is created in the BCIT Global Address Book, all members of the group will have full access to the mailbox.  The name of the security group should have been emailed to you when the mailbox was created.

Shared Mailboxes are managed and accessed differently than regular email accounts as there is no username and password that needs to be shared between users. Users use their existing @bcit.ca email address and password to sign in!

In any web browser:

1. Go to mail.bcit.ca and login using your usual BCIT credentials.
2. In the top right corner of the page click on the gear icon and then Options.
3. Click on General then Distribution groups.
4. In the distribution groups I own section will be a list of all the groups you are an owner of.
5. Double-click on the group you would like to edit (all shared accounts have a group in the format BCIT_alias_SG). A new window will open with information on the group.
6. Click on either Ownership or Membership to expand the sections you would like to edit.
   Note: The difference between an Owner and a Member is:
   • Owners: Users who can add or remove members to the account.
   • Members: People listed in the distribution list / Users who have access to use the shared email account.
7. Add or remove members as desired.
   
   • Add Users by clicking + and searching for their name in the search window.
   • Remove Users by selecting their name and clicking -.
8. After modifying the group click Save.
9. If users have been added to the distribution group they will need to be notified that they can access the shared mailbox after one hour.

In any web browser:

1. Go to mail.bcit.ca and login using your usual BCIT credentials.
2. In the top right corner of the page click on the gear icon and then Options.
3. Click on General then Distribution groups.
4. In the distribution groups I own section will be a list of all the groups you are an owner of.
5. Double-click on the group you would like to edit (all shared accounts have a group in the format BCIT_alias_SG). A new window will open with information on the group.
6. Click on either Ownership or Membership to expand the sections you would like to edit.
   Note: The difference between an Owner and a Member is:
   • Owners: Users who can add or remove members to the account.
   • Members: People listed in the distribution list / Users who have access to use the shared email account.
7. Add or remove members as desired.
   
   • Add Users by clicking + and searching for their name in the search window.
   • Remove Users by selecting their name and clicking -.
8. After modifying the group click Save.
9. If users have been added to the distribution group they will need to be notified that they can access the shared mailbox after one hour.