OVERVIEW
Target audience: McGill staff
When a non-academic staff member is absent (e.g., for vacation or illness) or has left McGill, a colleague may require access to the contents of that staff member’s mailbox. Approval is required from the manager three levels above the absent person whose data is required.
Note: Mailbox contents are usually provided as a Personal Folders File (PST).
In this article:
Who can request access to the mailbox
This can be best illustrated with an example:
- Laura is absent from work due to illness.
- Sharon, her immediate manager, would like access to Laura’s mailbox.
Access cannot be authorized by Sharon’s manager (Betty) but must be requested by Betty's manager (Joanne), who should submit the email request to the IT Service Desk.
How to request access to the contents of a mailbox
The manager who is three levels higher must submit a request specifying:
- The name of the absent or former employee
- The name of the person(s) who require access to the contents of the mailbox
ADDITIONAL REFERENCES:
Note: If you anticipate an absence, there are actions to avoid accessing the contents of the absent person's mailbox (and therefore avoid the approval process required for same). One option is for the absent person to set up an automated Out of Office reply instructing senders to redirect their messages. Another option is for the absent person to appoint a delegate who can see various appointments in their Outlook calendar and send emails or respond to meeting requests on their behalf. For instructions for both options, see: