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eHelp » Email » Mac: Group Mailboxes

Prerequisites:

To set up and access a group mailbox, the user must be a member of the group.

Methods:

Note: First time setup must be accomplished on each client that requires access to the Exchange group mailbox.

Set up and access a group mailbox:

Via a Web browser:

Outlook Web Access (OWA)

Via a Mac email client:

Email clients, such as Thunderbird, Entourage and Mac Mail, support a SSL POP or SSL IMAP connection to access Exchange group mailboxes.

Note: We are ensuring that our email is even more secure by supporting "Secure Socket Layer" (SSL) for our Webmail, POP, IMAP and SMTP servers.

If you need to send or receive email before completing configuration of your local email client, you can still access email through your web browser interface at:

https://exchange.csupomona.edu.

Note: You will need to establish a new SSL POP or SSL IMAP connection within your email client, using the following settings:

Incoming Server: exchange.csupomona.edu
Outgoing Server: smtp.csupomona.edu
Login User Name: win\bronconame\groupname
Login Password: BroncoPassword

Example: The user Billy Bronco with a BroncoName of “bbronco” would log in into the group mailbox “helpdesk” with a login of “win\bbronco\helpdesk. Billy Bronco would use his own BroncoPassword for the password login.

Step-by-step instructions:

Entourage

• Setting up a separate Entourage profile for the group mailbox

Mac Mail

• Setting up a separate Mac Mail profile for the group mailbox

Thunderbird 2.0

Entourage

1. Click on the Entourage menu.
2. Click on Switch Identity.
3. Click on the Switch button.
4. In the Entourage Select an Identity dialog box, click on the New button.
5. In the New Identity box, enter the name (description) of the group mail box, such as “Cal Poly Pomona Help Desk” and click on the OK button.
6. In the Entourage Setup Assistant: Welcome dialog box, in the “What do you want to import?” section, click on the “I want to start using Entourage without importing anything” radio button.
7. Click on the right arrow in the lower right hand corner of the dialog box to continue.
8. In the Entourage Setup Assistant: Set Up a Mail Account dialog box, enter the group email address, such as helpdesk@csupomona.edu.
9. Do NOT select the “My account is on an Exchange server” box.
   
   
10. In the Entourage Setup Assistant: Automatic Configuration Failed dialog box, click on the right arrow in the lower right-hand corner of the dialog box to continue.
11. In the Entourage Setup Assistant: Verify and Complete Settings dialog box, enter the following:
    
    1. Your name: Enter the name of the group, such as “Cal Poly Pomona Help Desk.”
    2. Email address: Enter the email address for the group, such as helpdesk@csupomona.edu.
    3. Account ID: Enter “win\bronconame\group” where the BroncoName is your BroncoName and the group is the name of the group, such as helpdesk.
    4. Password: Enter your BroncoPassword.
    5. Do NOT select the “Save password in Mac OS X Keychain” box.  This is not recommended due to security concerns.
    6. Incoming mail server: Enter “exchange.csupomona.edu”.
    7. Incoming mail server type: Select either POP or IMAP.  If you are downloading the email to a local computer, select POP.  If you are sharing the responsibility for the email account, then select IMAP.  For more information on SSL POP and SSL IMAP, go to the following link: http://www.csupomona.edu/~ehelp/email/pop3-v-imap.html.
    8. Outgoing mail server: Enter “smtp.csupomona.edu”.

       

12. Click on the right arrow in the lower right-hand corner of the dialog box to continue.
13. Do NOT verify the connection.
14. On the Entourage Setup Assistant: Setup Complete dialog box, enter the Name for the Account, such as “Cal Poly Pomona Help Desk.”
15. Click the Finish button.
16. Try to log in using your BroncoPassword.

 

To set up a separate Entourage profile for the Group Mailbox:

1. From the Entourage menu, select Switch Identity.

 

2. From the New Identity confirmation box, select New and enter the Name (description) of the Group Mailbox, such as “Cal Poly Pomona Help Desk” and click on the OK button.

 

3. The Entourage Setup Assistant appears. Click on the “I want to start using Entourage without importing anything” radio button. Click on the arrow in the lower right hand corner to continue.

 

4. In the Entourage Setup Assistant: Set Up a Mail Account dialog box, enter the group email address, such as helpdesk@csupomona.edu. Do NOT select the “My account is on an Exchange server” box.

 

5. In the Entourage Setup Assistant: Automatic Configuration Failed dialog box, click on the right-arrow in the lower right-hand corner of the dialog box to continue.

 

6. Enter your account settings in the Entourage Setup Assistant dialog box. Read on for descriptions of the boxes and hints for determining your settings.
   1. Your name: Enter the name of the Group, such as “Cal Poly Pomona Help Desk”.
   2. Email address: Enter the email address for the Group, such as helpdesk@csupomona.edu.
   3. Account ID: Enter “win\bronconame\group” where the BroncoName and the group is the name of the Group, such as helpdesk.
   4. Password: Enter your BroncoPassword.
   5. Uncheck the “Save password in Mac OS X Keychain” box. This is not recommended due to security concerns.
   6. Incoming mail server: Enter “exchange.csupomona.edu”.
   7. Incoming mail server type: Choose IMAP from the drop-down menu.
   8. Outgoing mail server: Enter “smtp.csupomona.edu”.
   9. Click on the right-arrow in the lower right-hand corner of the dialog box to continue.

 

7. Do NOT verify the connection. Click on the arrow to continue.

 

8. Select Skip.

 

9. On the Entourage Setup Assistant: Setup Complete dialog box, enter the name for the account, such as “Cal Poly Pomona Help Desk”. Click on the Finish button.

 

10. Log on with your BroncoPassword.

 

 

NOTE: Switching Identities

You can switch identities at any time. When you switch identities, the Entourage window closes so that you can choose a different identity in the dialog box that appears.

To switch to a different identity:

1. From the Entourage menu, choose Switch Identity.
2. When the confirmation message appears, select and double-click the Identity you want to use.

 

Mac Mail

 

1. Click on the File menu.
2. Click Add Account.
3. Select Account Type: IMAP or POP. For more information on SSL POP and SSL IMAP, go to the following link: http://www.csupomona.edu/~ehelp/email/pop3-v-imap.html.
4. Enter the Account Description: Enter the Description of the Mailbox: The title of the email for the group mailbox (i.e.: for group for helpdesk, the description is Cal Poly Pomona Help Desk).
5. Enter Full Name: Enter the same information entered in the Account Description.
6. Enter Email Address:  Enter the group email address that users will send email to at group@csupomona.edu (ie: helpdesk@csupomona.edu).
   
   Note: Be sure to meet the prerequisites for access to group accounts.
   
   
7. Click the Continue button.
8. Incoming Server: Enter “exchange.csupomona.edu”.
9. User Name:  This step requires the user’s BroncoName (AKA user name) and the name of the Exchange Group Mailbox as follows: win\bronconame\mailbox. Example of valid input for the user name box is: win\billybronco\helpdesk.
10. Outgoing Server: Enter “smtp.csupomona.edu”.
    
    Note: Make sure that in the Server Settings, the “Use Secure Sockets Layer (SSL)” box is deselected.

 

 

To set up a separate Mac Mail profile for the Group Mailbox:

1. Go to the Mail tool bar and click on the File menu.
2. Click on Add Account.
3. For the General Information section:
   1. Account Type: Select IMAP or POP.
   2. Account Description: Enter the Description of the Mailbox - the title of the Group mailbox, such as Cal Poly Pomona Help Desk.
   3. Full Name: Enter the same information entered in the Account Description.
   4. Email Address: Enter the Group Email Address that users will send email to (i.e.: helpdesk@csupomona.edu).
   5. Click on the Continue button.
4. For the Incoming Mail Serversection:
   1. Incoming Mail Server: Enter “exchange.csupomona.edu”.
   2. User Name: This step requires user’s BroncoName (AKA user name) and the name of the Exchange Group Mailbox as follows: win\bronconame\mailbox (i.e.:  win\billybronco\helpdesk).
   3. Password: Enter user’s BroncoPassword (user’s password).
   4. Click on the Continue button.
5. For the Outgoing Mail Server section:
   1. Outgoing Mail Server: Enter “smtp.csupomona.edu”.
   2. Check the box titled Use Authentication and enter the user name and user’s network password.
   3. Click on the Continue button.
6. For the Account Summary section:
   1. Make sure SSL under Outgoing Mail Server is off.
   2. Click on the Continue button.
7. For the Conclusion section:
   1. Click on the Done button.