Identity and Access Management, Departmental Shared Email (non-person NetID Alias)

This article provides an overview of Departmental Shared Emails alias, including their purpose, expected lifecycle, renewal requirements, naming standards, and proxy responsibilities. It serves as a simplified reference and directs readers to related KB articles for detailed information on relevant topics.

What Is a Departmental Shared Email?

A departmental shared email is a non‑person entry used to direct external email to a department, team, research group or registered organization.

These entries:

  • Appear in the Illinois directory.
  • Have one dedicated email address.
  • Should have at least one proxy assigned that is an active NetID in the People OU.
  • Must be renewed periodically by the proxy/ies to stay active.
  • Used as a placeholder to direct external email to an existing internal mailbox.

A departmental shared email is not a mailing list or distribution group. It cannot be used to handle email distribution services to a range of people.
For a comparison of group email options, refer to: Email, Mailing Lists, Distribution Groups, and Departmental Shared Email accounts

Departmental Shared Email Naming Conventions

Departmental shared aliases must:

  • Reflect the group or organizational scope.
  • Not be assigned to a personal entity.
  • Be at least 9 characters long, unless they include a dash (-).To satisfy the directory requirements, it cannot exceed 32 characters.
  • Use only letters, numbers or dashes.

Note: 

The alias name should accurately represent the group and not imply a broader audience.
  • Example: illinois‑alumni would not be approved for the LAS Alumni Association because it suggests all University alumni.
The alias should uniquely identify one group and avoid names that could apply to multiple units or activities.
  • Example: campus‑pool could refer to the motor pool, swimming pool, billiards, or even a betting pool, and therefore would not be appropriate.

Proxies 

Proxies are authorized to :

  • Request changes to a departmental shared email alias.
  • Request periodic renewal of departmental shared email aliases.
  • Update allowed fields in EDE.

Authorized proxies can edit the information on directory through Electronic Directory Editor. Changes that cannot be made in EDE should be requested by contacting Identity and Access Management at techservices-iamu@illinois.edu

For detailed information, refer to Office 365, Email Administration, Support, and Best Practices

Expected Lifecycle of an Alias

Creation

Departmental shared emails aliases are requested through Departmental Shared Email Request Form

At creation, University affiliation is verified, the alias is reviewed for required compliance, and an expiration date is set. The default expiration is 2 years from the date of creation. The IT Pro will want to make sure the Illinois departmental shared email delivery address points to the @mx.uillinois.edu address in the Electronic Directory Editor.

Note:
Once the departmental shared email alias has been approved and created by Identity and Access Management (IAMU),a request must to be submitted at consult@illinois.edu  by the requester for the IT Service Desk to update the primary SMTP to the proper @illinois.edu address. External mail will not be received until this has been done and the alias has had time to propagate to the mail relays, which can take several hours. 

Renewal and Expiration

Departmental shared email aliases must be renewed prior to the expiration date in order to remain active. The aliases can be renewed for intervals of 6 months, 1 year or 2 years.
Reminder notifications are sent to the listed proxies as well as the email delivery address for the alias before expiration. If the alias is not renewed, it may be removed from the directory and email delivery may stop.


Listed proxy/ies may request renewal by contacting Identity and Access Management at techservices-iamu@illinois.edu

Ongoing Maintenance

The sponsoring unit is responsible for ensuring the alias remains accurate and continues to reflect the organization's scope. This includes maintaining current proxy assignments, departmental name and reviewing proxies when personnel changes occur. Failure to maintain accurate proxy information may result in missed renewal notification or loss of access.


To update the proxy assignments or directory information, please refer to: Electronic Directory, How to change a proxy and update a departmental shared email

Retirement

A Departmental Shared Email alias should be retired when the organization is no longer active, no longer affiliated with the university or no longer has a need for the alias. Upon retirement, the entry is removed from the directory and email routing will stop.

A listed proxy may request retirement by contacting Identity and Access Management at techservices-iamu@illinois.edu.If the listed proxies are no longer active or affiliated with the organization, an IT Pro or Business Unit member affiliated with the organization may request the retirement.


Keywords:
Identity and Access Management, Departmental Shared Email, alias, email alias, proxy, non-person NetID, group alias 
Doc ID:
159273
Owned by:
Identity and Access Management G. in University of Illinois Technology Services
Created:
2026-02-24
Updated:
2026-05-20
Sites:
University of Illinois Technology Services