General Guidelines

• Anyone with an active NetID can submit this request type. Note: Request must be submitted by the user themselves. You cannot submit the request on behalf of someone.
• Approvals are NOT required for this request type.
• A unique "friendly" email alias is assigned to each individual.  Aliases are generally in the form of firstname.lastname@yale.edu or preferredname@yale.edu.  
  • This unique alias is assigned based on the individual's name as entered in their university system of record.   
  • To maintain uniqueness, some aliases may also include the middle initial in cases where there are people with the same name.
• To use a preferred first name for your email alias, you must first add or modify your preferred first name in your system of record.  
  • The system of record for Faculty and Staff is Workday.
  • The system of record for Students is YaleHub.
• Email Addresses at Yale - FAQ
• University Email Policies

Locating the Email Alias Request Form

1. Navigate to the Microsoft 365 service page.
   • Note: Some information on the service portal will require a user to login with their NetID and password before you can move forward.
2. Click on the blue Request Forms button.
3. Click on the Email Alias Request Form.

Completing the Request Form

1. Complete the Request Details Section:
   • Requested By - Requesters' name will automatically populate. 
2. Review all Important Information and other guidelines in the top section of the form.
3. Proceed to the Email Alias Request Type options of Add, Change, or Delete. 

Adding an Alias Request Type

1. For Email Alias Request Type, select the Add button.
   • Note: A pop-up message will display explaining the Add option "The only other email naming convention accepted is your preferred first name. If you have not already done so, please update your preferred name in the appropriate institutional system of record. For Students: Student Information Systems. For Faculty & Staff: Workday."
2. Complete the additional fields listed in the Request Details section.
   
   • Make Primary Checkbox – Check this box if the new email address should be your primary 
     • If selected, you will then be present with the Option to Remove Current Primary.
       • If you would like to have the current primary alias on your account fully deleted, check the Remove Current Primary box
       • To continue receiving mail to your current alias, leave Remove Current Primary unchecked.
   • New Email Address – Type in the desired email alias
     • Note: Your request must follow an approved format. 
3. Add attachments as necessary by using the paperclip icon.
4. Click Submit and the request is routed to the proper team to approve/fulfill the request.
   • The submitted request will be displayed in My Items at the top of the IT Service Portal in the Active Tickets section.
   • The Requester will also receive an email notification and can track the status by clicking the request number link.

Changing an Alias Request Type

1. For the Email Alias Request Type, click the Change button.
   • Note: A pop-up will appear "If this request is related to a name change, and you would like to keep your previous alias as well, it is recommended that you select "Add" instead.  For example, if you recently changed your marital status and would like to have an alias for both your new name and your previous name".
2. Complete the additional fields listed in the Request Details section.
   • Current Primary Alias - This will auto-populate based on the user record
   • Mailbox Type - This will auto-populate based on the user record.
   • New Primary Email Alias - This will dropdown menu will auto-populate based on the user record. A user can only adjust if there is more than one email alias on record.
3. Add attachments as necessary by using the paperclip icon.
4. Click Submit and the request is routed to the proper team to fulfill the request.
   • The submitted request will be displayed in My Items at the top of the IT Service Portal in the Active Tickets section.
   • The Requester will also receive an email notification and can track the status by clicking the request number link.