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University E-mail Service: Organizational E-mail Accounts

Organizational e-mail accounts provide a university e-mail account (i.e., brutus@osu.edu, chessclub@osu.edu) for university units and affiliated organizations. Organizational e-mail accounts can be set up to allow multiple users to access the account or to forward messages to the account to another e-mail address.
Existing departmental, organizational, and cluster accounts on WebMail will move to organizational e-mail accounts on the University E-mail Service as a part of the Enterprise E-mail Project.

Request an Organizational E-mail Account

University employees can request an organizational e-mail account by filling out the form in the Order Services section of the OCIO Service Service page. The following information will need to be provided

  • Preferred e-mail address as well as two acceptable alternatives
  • Alternate account owner
  • Who can access and send from the e-mail account (be sure to have the Ohio State Username for each)

Request or Change Access to an Existing Organizational E-mail Accounts

The owner of the organizational e-mail account should contact the IT Service Desk at 614-688-HELP(4357) or 8help@osu.edu to update access or configuration of an existing account.

Organizational E-mail Account Behavior

The operating system, e-mail client, and web browser you use will affect how the organizational e-mail account will behave. Click to review the appropriate document below to see how the account will behave on your workstation:

Windows XP Organizational E-mail Account Behaviors
Windows 7 Organizational E-mail Account Behaviors
Mac OS X Organizational E-mail Account Behaviors

Connect to an Organizational E-mail Account

If you have a University E-mail Service account AND the cluster or organizational account has been converted to the University E-mail Service or a new organizational e-mail account has been created, add the shared account to your client using the information below. If you choose to forward messages to the organizational account to another e-mail address, you do not need to connect to the account.

How to add an Organizational E-mail Account to Outlook Web App
How to add an Organizational E-mail Account to an Outlook 2010 Profile
How to add an Organizational E-mail Account to an Outlook 2007 Profile
How to add an Organizational E-mail Account to an Outlook 2011 Profile for Mac

Want to keep your personal University E-mail Service account or other Exchange account entirely separate from the organizational e-mail account? You can choose to access the organizational e-mail account using Outlook Web App (see Adding an Organizational E-mail Account to Outlook Web App) or set up a new profile only for the account rather than adding it to your existing Outlook profile. See Adding a new Outlook 2010 Profile for an Organizational E-mail Account for more information. If you choose to set up a separate profile for the organizational e-mail account, you will need to exit and re-open Outlook to switch from one account to another.

Student Access to an Organizational E-mail Account

Students who have been granted access to an organizational e-mail (and who use Buckeye Mail, or deliver their e-mail to an external provider, not the University E-mail Service) can access the account with Outlook Web App using the steps below or set up a new profile only for the account rather than adding it to your existing Outlook profile. See Adding a new Outlook 2010 Profile for an Organizational E-mail Account for more information.

Use Outlook Web App to access an organizational e-mail account (for students who do not have an University E-mail Service account):

  1. Open a supported web browser.
  2. Go to https://email.osu.edu/owa/<complete organizational e-mail account address>.
    Example: https://email.osu.edu/owa/brutus@osu.edu
  3. Log in using your Ohio State Username (lastname.#) and Password.

Connect Using a Mobile Device

If you are using your mobile device to connect to your personal University E-mail Service account or other Exchange account, you will likely not be able to directly connect to an organizational e-mail account as well. In this case, you can use an alternative protocol, specifically IMAP, to connect to an organizational e-mail account.

  1. Add an IMAP connection using the Manual Settings option (specific steps will vary depending on your mobile device).
  2. Enter a Name for this connection (suggest using the organizational account name/address).
  3. Type the full E-mail Address of the Organizational Account mailbox (e.g. brutus@osu.edu).
  4. Type the Password associated with your Ohio State Username (lastname.#).
  5. Enter the following for the Incoming Mail Server:
    • IMAP Server = email.osu.edu
    • Port = 993
    • Security type = SSL
  6. The Logon/Authenticating User name must be in the format: osuad/lastname.#/<organizational e-mail account address without @osu.edu>.
    Example: osuad/buckeye.1/brutus
  7. Type the Password associated with your Ohio State Username (lastname.#).
  8. Enter the following for the Outgoing Mail Server:
    • SMTP server = smtp.service.osu.edu
    • Port = 587

    *The default port is 25. You may need to setup the account using the default port first and then update the Outgoing Mail Server (SMTP) Server/Port value to 587. The steps you take to access and update the default value will vary based on the mobile device you use; consult the owner's manual or search online for more details for your device.

    • Security type = TLS
    • The Logon/Authenticating User name must be in the format: osuad\lastname.#.
      Example: osuad\buckeye.1
    • Type the Password associated with your Ohio State Username (lastname.#).

Anti-Spam and Organizational E-mail Accounts

Organizational e-mail accounts are not eligible for the university delivery anti-spam service. Use the junk mail and filters features available with your e-mail client to manage spam.

Organizational E-mail Account Tips

  • Sending from an Organizational E-mail Account - Ensure you are sending messages from the appropriate account by confirming the From: value in the header of the message.
    Don't see From: on your new messages?
    • In Outlook 2007 and 2010, in new message, click the Options tab and select the From option.
    • In Outlook 2011, the From field is not hidden.
    • In Outlook Web App, click Options in the upper right corner and select Settings in the left frame. On the Mail Settings tab, select Always Show From in the Message Format section.
  • Sent Items with an Organziational E-mail Account - Where messages sent from an organizational account are seaved varies depending on the operating systems, client, and web browser you use. If it is important that sent items be saved in the organizational e-mail account Sent folder, you must access the account using Outlook Web App with the appropriate browser (see Web Access with Outlook Web App). See the Organizational E-mail Account Behavior section above for more information.
  • Organizational E-mail Account User Procedures – Most organizational e-mail accounts are used by multiple users. If you don't already have common procedures for managing messages to and from the account, be sure to discuss what makes sense for your area with your colleagues.

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