Build a Mailbox Setup Checklist for Each New Hire

Start with the request and the naming rule

Before creating or requesting a mailbox, capture the employee’s preferred professional name, team, role, start date, and business reason for the address. Use only the information needed for the setup; avoid putting sensitive personal details into an address.

Choose a consistent format, such as first name plus surname, and document how to handle duplicate names, long names, and name changes. Do not improvise a different pattern for each hire. If an address is unavailable or the organisation uses another convention, record the approved alternative so the employee and relevant colleagues know which address is intended.

Request: [employee name], [team], [role]
Preferred pattern: [first].[last]@example.com
If unavailable: [approved alternative]
Business reason: [brief purpose]

Name the owner—not just the address

Record the person who is intended to use the mailbox and the person responsible for requesting or administering it. These may be different people. For a mailbox associated with a role or team, specify who is accountable for its use and who should review access or ownership when responsibilities change.

Be precise about what is being requested. An alias is not automatically an independent mailbox or login. If the employee needs a separate mailbox, state that requirement rather than assuming an alias will provide independent access. The available choices and controls depend on the organisation’s setup, the administrator’s role, the plan, and provisioning state.

• Intended mailbox user: [name and role]
• Requesting manager or administrator: [name and responsibility]
• Mailbox purpose: [individual or role/team use]
• Access or ownership changes to review: [trigger or process]

Set the display name deliberately

Decide what recipients should see in the sender name. A clear pattern might use the employee’s name, with a team or organisation identifier only when it helps distinguish the sender. Avoid adding a title or department that has not been confirmed.

Assign someone to enter or verify the display name, and ask the employee to check spelling and preferred professional name. Display names are separate from addresses, and other email providers choose how to render avatars or logos; do not treat their appearance as a reliable confirmation of mailbox identity.

Make signature responsibility explicit

A signature should be accurate when the employee begins sending business mail. Decide whether the employee, manager, or authorised administrator supplies and maintains it. Confirm which details are approved for inclusion, such as name, role, team, and business contact information. Do not fill gaps by guessing at titles, phone numbers, or commitments.

BITTU Mail includes profile, name, and signature settings, but whether a user or administrator can manage a particular setting depends on role and provisioning. Record the assigned owner and have the appropriate person verify the saved content. The employee should read the signature as it appears in a composed message before using it.

Route the request for approval

Use an approval step that fits the organisation’s responsibilities: for example, the manager confirms the business need and naming, while an authorised workspace administrator handles provisioning. Record who approved the request and what was approved, including any exception to the normal address format.

Do not assume every administrator can perform every action. Workspace controls and quotas are enforced server-side, and available controls depend on role, plan, and provisioning state. If an action is unavailable, ask an authorised administrator to confirm the permitted path rather than trying to work around access limits.

• Manager or business owner confirms need and intended owner.
• Approver confirms address pattern, display name, and signature responsibility.
• Authorised administrator confirms whether provisioning can proceed.

Verify the handoff before calling it complete

After provisioning, confirm that the address is the approved one, the intended owner can sign in through the organisation’s normal process, and the display name and signature are correct. Send a controlled test message to an appropriate colleague and ask them to confirm the sender details and message content. Reply to the test if needed to check that the mailbox can receive a response.

If a check fails, note the exact discrepancy and send it to the responsible administrator; do not share passwords or one-time codes in the checklist or with an assistant. A completed checklist confirms the setup decisions and the checks performed, but it does not guarantee how external providers display a sender or where messages will be delivered.

Completion record
Address: [approved address]@example.com
Owner: [employee name]
Display name checked by: [name]
Signature responsibility: [person or role]
Approved by: [name or role]
Test sender details and reply checked: [date or status]