Departmental Email Accounts

About Departmental Accounts

  • Only users with access to the account will be permitted to request changes to the account.
  • The account can be accessed via Webmail or Outlook as long as you have permissions to the account
  • Request a departmental account or changes to permissions via the Online Support Center
  • These accounts may not be used as a generic account for temporary staff or student workers.
  • Each departmental account is assigned two security groups: Editors and Authors
  • Members of the Editors group have full permissions to the mailbox. Authors have limited permissions.

Accessing a Departmental Account

Once permission has been granted to a departmental account, you can access that account online at or using an email client like Outlook or Mail.

Student Workers & Office 365

If you are a student worker with access to a departmental account but your personal SMU account has been moved to Office 365, you will need to log into the departmental account using the following address: (Replace EMAIL with the departmental account's e-mail address.)

That will take you to the Outlook Web App login page where you can log in with your SMU ID number and password.

Please note: The HTTPS prefix is required for access. Departmental accounts cannot be accessed from within Exchange Online (Office 365).

Outlook for Windows

  • Exit Outlook
  • Go to the Control Panel
  • Double click Mail (32-bit)
  • Click Show Profiles
  • Select the default profile and click Properties
  • Click Email Accounts
  • Click New
  • Only enter the email address of the departmental mailbox
  • Click Next
  • Click Finish
  • Click Close
  • Launch Outlook
If prompted to log in, use your regular SMU credentials.

Outlook for Mac

  • Open Outlook
  • Click on Outlook in the top left corner of the screen (just to the right of the Apple icon)
  • Click on Preferences
  • Select Accounts
  • Click on the + in the bottom left corner of the window that opened
  • Select New Account...
  • Enter the email address
  • Click Continue
  • Enter SMU\ID number in the DOMAIN\username or email field, replacing ID number with your own SMU ID
  • Enter your SMU password in the Password field
  • Enter in the Server (optional) field
  • Click Add Account


  • Click on icon in the top right corner of the webmail screen.
  • Select Open Another Mailbox.
  • Enter the name of the departmental mailbox you wish to access.
  • Click Open.

Additionally, you can access the account by going directly to a unique URL. The URL would follow the format of, where '' would be the account you would like to access.

Other mail clients and iOS devices

To access the departmental account, you will need to configure an IMAP account. Please consult the appropriate documentation for your mail client.

Exchange 2016 IMAP Settings for departmental accountsiOS

  1. Launch Settings.
  2. Select Mail.
  3. Click on Accounts.
  4. Click Add Account.
  5. Select Other. Do not select Exchange.
  6. Click Add Mail Account. Use the following settings:
    • Name: Departmental Email account name
    • Email: Enter the email address for the departmental account
    • Password: Your SMU password
    • Description: How you want the account to be listed in the Mail app.
  7. Click Next
  8. In the Incoming Mail Server, use the following settings:
    • Host Name:
    • User Name: smu\SMUID#\email alias of dept account
      For example: smu\12345678\oitcommunications
    • Password: Your SMU Password
  9. For the Outgoing Mail Server, use the following settings:
    • Host Name:
    • User Name:
      For example:
    • Password: Your SMU Password
  10. Click Next. The Account will verify. If everything is correct, it will go to the next screen.
  11. Click Save. The Account will be added.


Generic IMAP configuration


Incoming Server:

  • Username:  smu\SMUID#\email alias of dept account.
    Example :  smu\12345678\oitcommunications
  • Password: Your SMU password (This is not a dept account password)
  • SSL: ON
  • Server Port :  993

Outgoing Mail Server Settings:

  • Server Name:
  • Username:
    For example
  • Authentication:  Password
  • Server Port: 587