Understanding Virginia Tech Email Objects


Introduction

This article:

Contents

*PACE stands for Personal Access for Collaborative Email

Explanation 

Individual Accounts

User Gmail Mailbox

A user @vt.edu mailbox and calendar provided by Google. Each mailbox is linked to a specific user's Virginia Tech Username (PID) and accessed via the user's credentials.

Use Cases Who can request it? How to request it? Management Renewals

Individual email and calendaring

Gmail mailboxes are generally provisioned/maintained automatically for faculty, staff, students, alumni, and retirees.

They can be requested for sponsored Virginia Tech Usernames (PIDs).

Users may also request aliases for their email accounts.

Automatically provisioned/maintained for most use cases.

Sponsored Virginia Tech Usernames (PIDs) can be requested.

Individually owned and managed.

Deprovisioned based on loss of affiliation or sponsorship.

Affiliation changes are actively monitored to trigger provisioning and de-provisioning workflows.

Sponsored Hokies must be renewed based on a set expiration date up to one year.

Department heads and organizational unit (OU) Admins may request renewals.

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User Exchange Online (EO) Mailbox

A user @vt.edu mailbox and calendar provided by Microsoft. Each mailbox is linked to a specific user's Hokies ID and accessed via the user's credentials.

Use Cases Who can request it? How to request it? Management Renewals
Individual email and calendaring

EO mailboxes are generally provisioned automatically for active faculty and staff.

Students may also optionally add an EO mailbox for their Hokies account.

Users may also request aliases for their email accounts.

Additionally, EO mailboxes can be requested for sponsored Hokies IDs.

Automatically provisioned/maintained for most faculty and staff use cases.

Students may also optionally create one using ADadmin.

Sponsored Hokies IDs can be requested.

Individually owned and managed

Deprovisioned based on loss of affiliation or sponsorship status

Affiliation changes are actively monitored to trigger provisioning and de-provisioning workflows.

Sponsored Hokies must be renewed based on a set expiration date up to one year. Department heads and OU Admins may request renewals.

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Google Auxiliary Email (GAE) Account

GAE accounts are Virginia Tech Google Workspace for Education @vt.edu accounts that are linked to a specific user’s Virginia Tech Username (PID) and are accessed via that user’s credentials. They have access to the full collection of Google apps, and the account’s Gmail mailbox can be delegated to other vt.edu Google users. Delegated users only have access to Inbox and Calendar. Owners have access to the full collection of Google apps.

For a comparison of this object with PACE accounts (see below), please see Comparison of GAE and PACE accounts.

Use Cases Who can request it? How to request it? Management Renewals

Virginia Tech Student organization (University Chartered Student Organizations (UCSO) or University Student Life Programs (USLP))

Shared email accounts for departments managed by a primary point of contact

Service account requiring IMAP or OAuth 2 email access

Conference, event or program registration and calendar

Active Virginia Tech Employees

Refer to GAE Service Catalog entry

Individually owned and managed.

The owner may request a reassignment or deletion of the GAE.

GAEs do not have a set expiration date.

If the owner is deprovisioned, the GAE will be deprovisioned as well unless the owner or the department seeks the reassignment of the GAE prior to deprovisioning.

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Group Accounts

Collaborative Mailbox (PACE Exchange Resource Account)

This PACE account is a @vt.edu address backed by an Exchange Resource Account. Access to the account is provided by membership to the corresponding OU. PACE accounts are provisioned with a 50GB mailbox. If additional storage is needed, departments can purchase an A3 license for it at https://software.vt.edu/help.

For a comparison of this object with GAE accounts (see above), please see Comparison of GAE and PACE accounts.

Use Cases Who can request it? How to request it? Management Renewals

Departmental email address with collaborative Inbox accessed by multiple members

Research group, Center, or working group needing a long-term stable address

Active Virginia Tech Employees
(Requires department head approval)

Refer to the Virginia Tech PACE Accounts Request

Membership is managed by security groups controlled by OU Admins. Members can manage the mailbox.

To modify or remove an existing account, submit an incident through 4Help to Identity Management Customer Support (IMCS).

These accounts do not have set expiration or renewal dates.

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Shared Mailbox (PACE Google Group)

This PACE account is a @vt.edu address backed by a Google Group. Access to the account is provided by membership to the corresponding Google Group.

For a comparison of this object with GAE accounts (see above), please see Comparison of GAE and PACE accounts.

Use Cases Who can request it? How to request it? Management Renewals

Departmental email address allowing email or posting to the group's members

Research group, Center, or working group needing a long-term stable address

Active Virginia Tech Employees
(Requires department head approval)

Refer to the Virginia Tech PACE Accounts Request

Managed by Owners and Managers identified within the memberships of the Google Groups

To modify or remove an existing account, submit a 4Help incident to IMCS.

These accounts do not have set expiration or renewal dates.

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Forwarding Email (FE) Accounts

A FE is a Google Group designed to support the sending of all received emails to a PACE account. The requestor of the FE is assigned to the related Google Group as the owner. Learn more about FE accounts using our Forwarding Email Accounts Knowledgebase (KB) Article.

Use Cases Who can request it? How to request it? Management Renewals

Provide a friendly user-facing @vt.edu email address to send emails to another less friendly email address representing a PACE account.

Active Virginia Tech Employees
(requires department head approval)

Typically requested as part of a PACE account request (see above).

Requesters may also send a 4Help incident to IMCS.

Individually owned.
The account is managed by IMCS.

To make any changes, the department must submit a 4Help incident to IMCS.

These accounts do not have set expiration or renewal dates.

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Google Groups

A Google Group is member-based email object with a -g@vt.edu email address. Access to the account is provided by membership to the Google Group.

Use Cases Who can request it? How to request it? Management Renewals
Member-based email list

Google Groups can be self-provisioned by faculty, staff, students, alumni, and sponsored accounts with Gmail accounts.

Create one using our Virginia Tech Google Groups KB.

Managed by Owners and Managers identified within the memberships of the Google Groups

These accounts do not have set expiration or renewal dates.

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Microsoft 365 (M365) Groups

A Microsoft 365 object that includes a mailbox, calendar, and SPO site for file storage and sharing.

Use Cases Who can request it? How to request it? Management Renewals

Team-based collaboration space with email, calendar, file storage and file sharing. It can be converted to a Microsoft Team if online meeting and chat capability are needed later.

Microsoft 365 Groups can be self-provisioned by faculty, staff, students and sponsored EO accounts.

The Outlook app provides users the ability to create Microsoft 365 groups

Managed by owners identified within the memberships of the Microsoft 365 Groups

These accounts do not have set expiration or renewal dates.

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Resource Account

EO Resource Account

A special EO account for the purpose of supporting a room or identified equipment for communication and scheduling purposes.

Users do not directly log in to the account. A security group is assigned full access and send as permissions to the EO resource account. Users are assigned as members of the security group.

Use Cases Who can request it? How to request it? Management Renewals

Room Calendar

Equipment Calendar
Faculty and Staff

Refer to the instructions given on the Requesting, Using, and Accessing Virginia Tech Resource Accounts.

Membership is managed by security groups controlled by OU Admins. Members can manage the mailbox.

To modify or remove an existing account, submit a 4help incident to IMCS.

These accounts do not have set expiration or renewal dates.

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