Knowledgebase: Email
What is the difference between a public folder, an alias, and a secondary account?
Posted by on 01 February 2012 04:08 PM

There are no costs associated with any of the account types below.

Public Folders

Public folders are special email addresses, such as yourproject.iod@unh.edu, which can be accessed by a user or users with permission to do so.  You can send replies from this email address (so it will come from yourproject.iod@unh.edu).  To access the public folder, follow the KB article at: https://iodsupport.unh.edu/index.php?/Knowledgebase/Article/View/15/0/how-do-i-access-a-public-folder-in-outlook

Public folders are better for when multiple users are reading and responding to a single inbox, or when the user wants outbound email to come from yourproject.iod@unh.edu instead of their own personal account.

Email Aliases

Aliases forward email from one address to another.  For example, if your email address is abc123@maple.unh.edu, you can setup up an alias for John.Doe@unh.edu to forward to abc123@maple.unh.edu.  Anytime email is sent to john.doe@unh.edu, it will be forwarded to abc123@maple.unh.edu.  You can also use these for projects as well.

Email aliases are better for when there is a single-user receiving and responding to queries, and doesn't mind when the response comes from their personal email account.  Email aliases can be updated to forward to a different address in the event that an employee leaves.

Secondary Accounts

Secondary accounts are used when you want a completely separate username and login for email access.  Reasons for secondary accounts include:

  • Work Study Access – Allows a status employee (owner of account) to gain access to IT resources that will be used by a Work Study or temporary employee (user of the account).  The owner of this account logs into all systems for the user as the usernames and passwords are not shared with the work study/temporary employee.

    The user of the account is responsible for the appropriate use of the account while they are logged in.  The owner of the account (individual to whom the account was assigned) maintains the password, is responsible for the appropriate use of the account overall and takes responsibility for the actions of the user while they are logged into the account.  The owner of the account is required to keep audit records on the use of the account (who is using the account and when).
  • Test Accounts – Access to IT resources that differ from those associated with an individual’s primary account, normally with fewer privileges. The individual to whom the test account is assigned is responsible for the appropriate use of the account.
  • Administrative Accounts - Access to IT resources that differ from those associated with an individual’s primary account, normally with greater privileges. The individual to whom the administrative account is assigned is responsible for the appropriate use of the account.
  • Automated E-mail Process – Allows an E-mail account to be tied to an external application, which is able to automatically send/receive E-mails. The individual to whom the E-mail account is assigned is responsible for the appropriate use and monitoring of the account.
  • Account for Running Automated Job - Allows an account to be tied to a network application or server, which is able to automatically run a job.  The individual to whom the account is assigned is responsible for the appropriate use and monitoring of the account.

Please see this link for more information on secondary accounts: http://it.unh.edu/index.cfm?id=416D9B26-9027-D2B8-9135BC01BAED9462

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