Shared mailboxes, mailing lists and address book

Helpdesk can help you create shared mailboxes and mailing lists if you, for example, regularly need to mail to the same group.

Shared mailboxes

A shared mailbox is an email account that is linked to a function and can be used by several people. The addresses for KI-wide functions are structured according to Addresses that are linked to a department or equivalent are constructed according, where "dep" is an approved abbreviation of the department’s name or equivalent. Several words are divided by hyphens.

The monitoring of shared mailboxes is regulated in the e-mail guidelines.

Apply for a shared mailbox

If you need a shared mailbox, please read the instructions and then submit an order through this form:

Order form shared mailbox (Swedish)

Need access to a shared mailbox?

Contact the owner of the account. If you do not know who the owner is, contact Helpdesk.

Shut down of shared mailboxes

Please notify Helpdesk when a shared mailbox is no longer used. Helpdesk sends emails once a year to less used shared mailboxes. Please reply to this email if you wish to continue using your account.


Mailing lists

When you are going to email a certain group of people repeatedly, the Helpdesk can set up internal or external mailing lists. The email guidelines regulate mass mailings.

External mailing lists can contain both internal and external email addresses. Internal lists only include addresses within Karolinska Institutet.

Fill the form and send the signed document to Helpdesk, by creating a case and attaching the file at KI Self Service.

Do you want to be added to a mailing list? 

Contact the owner of the list.

KI also has a system for newsletters.

Address Book - Global Address List

The address catalogue in Outlook is called the Global Address List. When you start typing a name in the address bar and then press ctrl+k, you can access the address book to search for the name. You can also click on "To".


If you have any questions, please contact Helpdesk.

More information for logged in staff

There is more information for those of you working in the following groups

  • C5.Department of Cell and Molecular Biology
  • H1.Department of Neurobiology, Care Sciences and Society
  • H5.Department of Laboratory Medicine
  • H7.Administrativa kansliet
  • H7.BioNut
  • H7.Department of Medicine, Huddinge
  • H7.Hematologi
  • H7.Metabolism/ICMC
  • H7.Utbildning på Grund- och avancerad nivå
  • H9.Department of Clinical Science, Intervention and Technology
  • K2.Department of Medicine, Solna
  • UF.Professional Services
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