Microsoft 365 - Getting Started with Service Accounts
This document will provide a description of service accounts and how they can be used.
What is a service account?
Service accounts are intended to be used for shared/changing roles (e.g., info, secretary, webmaster, newsletter, feedback, etc.) AND service/programmatic access (e.g., printers, copiers, mailers). Service accounts can be accessed via all Outlook clients. Learn more about the types of accounts available within UW-Madison's implementation of Microsoft 365.
Important:
- Are created within an Microsoft 365 email domain. It will be in the form of name@dept.wisc.edu.
- By default upon creation, service accounts are hidden from the Global Address List (GAL). This means that they will not be searchable from any client using the GAL.
- Only users (NetID@wisc.edu) who are licensed for UW-Madison Microsoft 365 accounts can interact with a service account. Microsoft licensing prohibits the use of these accounts by any external user - this means that external users cannot use the service account credentials to access the account. If you need to provide access to an external user, please request an appointment through your department's HR office to discuss options.
- Microsoft 365 Service Accounts can only access certain UW-Madison applications/services. For Microsoft 365 access, you can only access the Service Account using the following processes listed below.
Request a service account
Follow steps outlined in requesting a service account article.
How to access a service account
Important: If a service account was just created or updated by your administrator, it may take up to 24 hours before you can access or interact with the account.
Use the following document to learn how to access a service account: Microsoft 365 - How to Access a Shared Mailbox or Service Account.
Configure permissions per workflow needs
We wanted to remind you that we can help determine the best solution for interacting with a service account based on your departmental needs and workflows. If you are unhappy with the way your service account is currently working or just need direction on what would be the best way to interact with your service account, please contact the DoIT Help Desk for support. Any questions or concerns that can't be addressed by the Help Desk will be escalated to the UW-Madison Microsoft 365 team.
Use the 'Granting Permissions' section of the following document to configure the necessary settings: Microsoft 365 - Service account expiration notifications and renewal.
Do service accounts have a life-cycle process?
Yes. All UW-Madison Microsoft 365 service accounts will require yearly confirmation that the account is still in use and should remain active. Accounts that are not renewed will be deactivated and deleted. Review following article for complete details: Microsoft 365 - Getting Started with Shared Mailbox, User, and Service Account Permissions