Shared mailboxes, mailing lists and address book

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 function@ki.se.

Addresses that are linked to a department or equivalent are constructed according function-dep@ki.se, 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:

Application 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.

Guides

• Add shared mailbox to Outlook PC
• Add shared mailbox to Outlook for Mac
• Add shared mailbox to webmail

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.

Apply for a mailing list

If you need a mailing list, please read the instructions and then submit an application via this form:

Application for a mailing list (Swedish)

Procedure for closing a mailing list

List closures take place when the list owner requests it. Once a year, the external mailing lists that have been inactive for the last 12 months are checked. For mailing lists that have been inactive for at least 12 months, the following is done:

• An e-mail is sent to the list owner. If no response is received within 14 days, the Head of administration at the department is contacted, who decides whether to keep the mailing list or remove it.
• If the answer is "Yes," the mailing list will be retained; if the answer is "No," it will be cancelled without informing the list members.

Do you want to be added to a mailing list? 

Contact the owner of the list.

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".

Contact

If you have any questions, please get in touch with Helpdesk.