Role based email service change
In January 2025, the role-based email (RBE) service is changing as part of the Exchange Online upgrade for employees. Our current role-based email account configuration isn’t compatible with Exchange Online, so they will need to be converted before upgrading. We recommend all RBE owners begin evaluating options now so you have a clear upgrade path for each of your accounts in early 2025.
We’ll provide more details about how to convert your role-based email accounts in January 2025, but this page covers all the available options so you can begin to plan for the change. Your department’s IT support staff are available to help you choose the best solution.
Upgrade options
There is no direct replacement for RBE accounts in Exchange Online, but there are several different upgrade options available. Role-based email accounts are used for a variety of purposes. This upgrade provides RBE owners with an opportunity to choose an upgrade solution that works best for their needs.
Use your primary NetLink ID email account
Cost: free
Best for: single user
Everyone with an active UVic NetLink ID has an email account. Depending on your RBE use case, it might be easiest to switch to using your primary NetLink ID email account. This option works if you’re the only person using the role-based email account.
Shared mailbox
Cost: up to $10/month
Best for: multiple users
This option is most similar to your current role-based email account. It has all the same features:
- an email address
- a mailbox that can be accessed by multiple users
- a calendar that can be used by multiple users
- self-serve delegate access
But it also has two key differences:
- You can’t login to anything using the shared mailbox’s username and password.
- It has a recurring monthly cost.
Why is there a cost?
Shared mailboxes have a monthly cost to cover the licensing fees and technical resources needed for each mailbox. Billing will happen annually at fiscal year-end starting from the shared mailbox creation date.
We're offering a trial period starting in January 2025 through to the end of March 2025. You can try out a shared mailbox at no cost to see if you want to commit to it long-term. If you decide it’s not working out, you can switch to a free option.
Email alias
Cost: free
Best for: single user
This is a custom email address that gets assigned to an existing Exchange Online mailbox. It lets you send and receive email using that email address, but all the mail still lives in your own mailbox instead of a separate one.
You can convert your RBE address into an email alias, so you don’t need to update all your contact information. This option works if you’re the only person using the role-based email account.
Distribution group
Cost: free
Best for: multiple users
A distribution group is a single email address that can deliver messages to multiple recipients. When you send emails to a distribution group, you're really sending it to all group members. If you’re using an RBE to make sure multiple people can read emails it receives, a distribution group may work for you.
You can convert your RBE address into a distribution group that uses the same email address, so you don’t need to update all your contact information. This option works best if you’re just looking for group email.
Microsoft 365 group
Cost: free
Best for: multiple users in the same Microsoft Team or SharePoint Online site
A Microsoft 365 (M365) group is like a distribution group but gets attached to a Microsoft Team or SharePoint Online site. The M365 group has:
- a dedicated email address
- a shared mailbox
- a shared calendar
- easy to manage user access through Teams or SharePoint
This is a great option if you’re looking for group email and a shared calendar that’s synced with Microsoft Teams or SharePoint Online.
Resource calendar
Cost: free
Best for: multiple users
Resource calendars are a special type of mailbox that just have a calendar. You add other UVic users so they can view, edit and book in a shared calendar. These are commonly used for booking department resources like meeting rooms or equipment.
This is a great option if you only want a shared calendar.
Support
If you have any questions about the role-based email service change or want help choosing RBE upgrade options, you can contact the Computer Help Desk or your department’s IT Support staff.