Systems up or down

 

Owner(s)

The IT Help Desk is all about empowering the end users through access and knowledge. With this philosophy in mind, having one or more owners located at the school/department allows them to have more control over how these are used and by whom.

If the owner(s) is uncontactable and you need urgent access, then an email needs to be sent to the IT Help Desk containing:

  • written approval from your manager
    NOTE: CC'ing them in the email does not constitute as approval. You should either seek their written approval first and then forward to the IT Help Desk as an attachment or ask them to email the IT Help Desk directly
  • who needs access
  • name of the mailbox/DL you are needing access to
  • email address of the mailbox/DL you are needing access to
  • level of access you require:
    • Owner access?
    • Send As access?
    • Full access?
      NOTE: This option only allows you to edit the mailbox, but not Send As
  1. Open Outlook
  2. Click on Address Book
  3. Search for Distribution List
  4. Double click the name of the DL
  5. Anyone listed under Owner will be able to edit the membership of the DL
    NOTE: If no owner is listed you will need to contact the IT Help Desk to obtain this information. Ensure you include the name and email address of the DL.
  6. Click Cancel
  7. Click Close in the top right corner 
  8. Contact the owner to have the DL updated accordingly

Or for step by step instructions (including screenshots) see determining owner(s) of a DL page.

  1. Open Outlook
  2. Click on Address Book
  3. Search for desired Shared Mailbox/Calendar eg SM-UniSA Apple Admin
    NOTE: All Shared Mailboxes and Calendars start with 'SM' 
  4. Double click the search result ending with -O
  5. Take note of who is listed under Members, for they will be able to edit the membership of the Shared Mailbox/Calendar in question
    NOTE: If the Members contains a Distribution List, then double click on it to and the members listed within there are the owners
    NOTE: If no owner is listed you will need to contact the IT Help Desk to obtain this information.
  6. Click Cancel
  7. Click Close in the top right corner 
  8. Contact the owner(s) to have the Shared Mailbox/Calendar access updated accordingly

The IT Help Desk can add you as an owner. An email needs to be sent to the IT Help Desk containing:

  • written approval from your manager
    NOTE: CC'ing them in the email does not constitute as approval. You should either seek their written approval first and then forward to the IT Help Desk as an attachment or ask them to email the IT Help Desk directly
  • who needs to be added as owner
  • name of the mailbox/DL you need to be able to edit
  • email address of the mailbox/DL you need to be able to edit
  1. Open Outlook
  2. Click on Address Book
  3. Search for desired option eg SM-<MailboxName> or <DLName>
    EXAMPLE: SM-UniSA Apple Admin
  4. Double click the search result you wish to edit
    NOTE: The endings indicate the access you will be granting if users are added to that group:
    • -FA allows full access to the mailbox eg SM-UniSA Apple Admin-FA
    • -SA allows send as access from that mailbox eg SM-UniSA Apple Admin-SA
           NOTE: -SA access is pointless without -FA access
    • -B allows people to make bookings in the calendar
           NOTE: Older calendars will not have this option and you will instead have to add people to -FA option
    • -O allows people to edit the other options eg SM-UniSA Apple Admin-SA
           NOTE:The IT Help Desk can add you to this option if your manager sends them an email requesting it with
           > your name
           > the name/email address of the mailbox/DL in question
  5. Click Modify Members
  6. Either click Add and find desired staff or click on a staff members name and then click Remove to delete them
  7. Click OK
  8. Click OK again - the list is now updated
    NOTE: If OK is not clickable then you do not have the necessary access and will need to speak to an owner. If you were only recently added as a owner you will need to log off your PC and then on again for it to take effect.

NOTE: once you have added someone they need to log off the PC and onto it again to update their access.

Or for step by step instructions (including screenshots) see modifying Shared Mailbox/Distribution List/Calendar membership page.