The Catholic University of America

Shared (Delegated) Accounts 

Definition

A shared account is a service a department may use to have a central delegated mailbox, calendars and more.

For example, you could have an account named cua-office@cua.edu. This mailbox serves as a central point from which to send and receive email for  use by several people. You can have multiple calendars for tracking time off, events, and resources.

Note that this shared account is different from Google Team Drives, which are storage space not associated with any one account. Team Drives are the way departments should use shared Google Drive space.

Best Practices

Shared Accounts are best for:

  • Providing a single mailbox that multiple employees manage using delegated access
  • Promoting “official” communications and history 
  • Allowing fluid membership to the same mailbox over time

Requests

Department heads may request a shared account for their department or office by sending email to techsupport@cua.edu. Please provide the following information:

  • One True Owner - this is employee that will be responsible for this account. If anyone needs to be added or removed, this person puts in the request.
  • The address of the account (this will be the email address and should be no more than 20 characters). E.g., ts-bsc@cua.edu.
  • The display name of the account (should be no more than 30 characters). E.g., "TS-BSC Tech Svcs Business Ctr"
  • The list of Cardinal Mail addresses that should have delegated access to this account.

Naming Restrictions

  • Shared accounts are restricted by either having a name-of-department@cua.edu for example, office-of-the-cio@cua.edu.  
  • Between 3 and 20 characters
  • Directly relatable to the group name or shorthand/acronym 
  • You cannot use any of the following in the name of your account _ * $ # @ % ^ .+
  • All lowercase
  • Accounts need to follow a standard of department hyphen group name - for example cua-classes@cua.edu or ts-web@cua.edu. All groups must be of this format. 

Using the shared account

You do not log into the shared account. Instead, its mailbox is delegated to you. Learn more on our delegation page.

Removing access

If need to change the owner or change to whom the mailbox is delegated, simply email techsupport@cua.edu and let us know who needs to be removed or added. We need their full name and email address.