FREQUENTLY ASKED QUESTIONS
As owner of the shared email account, how do I access it via the Lotus Notes desktop client?
After your account is created, you will receive a notification email with the following instructions:
If you are using the Lotus Notes client, click this link to add it to your Lotus Notes desktop. [Shared email account link]
Click the [Shared email account link] to open the shared email Inbox. You will see a test message. Under the [Create] menu, select [Bookmark]. The Add Bookmark window will open. In the Add To window, select [Bookmark Bar] and click [OK]. There are a number of icons on the left-hand gutter of the Lotus Notes desktop. This is the Bookmark Bar. The icon at the bottom of the Bookmark Bar can now be used to open your shared email account Inbox.
Note: It is recommended that you save the notification email to forward to others after you have given them account access.
As owner of the account, how do I give access to other people via the desktop client?
In order to be given access to a shared email account, a person must have an email account which ends in @odu.edu. The steps to give access are as follows:
- Open the shared email account Inbox.
- Under the [File] menu, select [Database] then [Access Control]
- Click the [Add] button. In the next window, click the Person icon to select the person from the ODU Address Book. Always add the person's name by selecting it from the ODU Address Book. They will not have access if you use their email address or alternate form of their name.
- Click [Add] and [OK]. Set User Type to Person. Set Access to Editor. Add a checkmark to [Delete Documents], [Create Personal Folders/Views] and [Create Shared Folders/Views] unless you want more restricted access. When you have finished adding people click [OK] to exit the Access Control window.
- Forward the notification email with the URL and desktop link to the new user.
As owner of the shared email account, how do I access it via the web?
After your account is created, you will receive a notification email with instructions similar to the following:
The URL for your shared email account is http://fsnotes.odu.edu/ODU/AF/OCCS/example.nsf.
Click the link to open the shared email account via the web. When prompted, enter the Lotus Notes account ID and password that you use to access your personal email account. You may want to create a bookmark in your web browser for accessing the shared email account in the future.
Note: It is recommended that you save the notification email to forward to others after you have given them account access.
As the owner of the shared email account, how do I give access to other people via the web?
In order to be given access to a shared email account, a person must have an email account which ends in @odu.edu. The steps to give access are as follows:
Open the shared email account using the Webmail client instead of Domino Web Access (iNotes). To switch to Webmail, add a suffix to the end of the URL for the shared email account. The suffix is
?open&ui=webmail
Example:
If your URL for the shared email account is http://fsnotes.odu.edu/odu/af/occs/example.nsf, then the URL to use Webmail is http://fsnotes.odu.edu/odu/af/occs/example.nsf?open&ui=webmail.
- Click the [Tools] button and select Preferences.
- Under Delegation click the Mail link.
- Click the Address Book icon to select people from the ODU Address Book. Always add the person's name by selecting it from the ODU Address Book. They will not have access if you use their email address or alternate form of their name.
- When you have finished adding people, click the [Save and Close] button.
- In the upper left-hand corner, click [Mail] then Logout. The next time open the account, you will be using the Domino Web Access (iNotes) client again.
- Forward the notification email with the URL and desktop link to the new user.
How can I open the shared email account if I don't have the desktop link or the web link?
If you do not have the notification email, there is a utility to request a list of shared email accounts that you have access to. The utility will send you an email with the list of shared email accounts, including the desktop links and the web links. Please note that this utility can only be used once a week. Click the following link to access the utility.
Request Shared Email Links
What is the process to change ownership of a shared email account?
The new owner of the shared email account should send a signed copy of the Universal Account Request Form and the Policies for Shared Email Accounts Form to the Accounts Manager in OCCS. After the ownership is changed, the new owner will receive notification and instructions via email.