Using Shared Mailboxes
In addition to their personal mailbox, users can access individual mailboxes shared by others as well as collaborative mailboxes created by the domain administrator: group mailboxes and shared mailboxes (also known as "mailshares", "service mailboxes", or "functional mailboxes").
Subscribing to a shared mailbox
When access rights to a mailbox, whether individual or group, are assigned to a user (see Sharing a mailbox), they receive an email notification :
Once the notification is received, to view the mailbox in their email or connected mobile software and devices, the user must activate the subscription in their mail settings: Preferences > Mail > Other mailboxes :
Where applicable, the interface displays a list of mailboxes to which the user is already subscribed, as well as mailboxes for which he has received share management rights.
If the mailbox does not appear in the list, click on "Subscribe to other mailboxes".
A pop-up window will then show all the mailboxes to which the user has rights, check the desired mailbox(es) then click on Add 1[2,3,...] mailboxes:
To validate the subscription, relaunch the application by clicking on the "Reload now" link:
The synchronization option lets you influence the visibility of the box in third-party software and mobile devices. For more information, please see the dedicated page: Synchronize mailboxes.
Using a user mailbox (individual)
Once the subscription is validated (see previous chapter), the mailbox shared by the user appears in the folder list :
Depending on the level of rights granted, the shared mailbox can then be used in the same way as the user's mailbox. You can:
- View messages and folders (with read rights)
- Edit messages and folders (with modification rights)
- Edit shares (only valid with management rights)
To have the right to send messages, the user must be appointed delegate
Using a shared mailbox (collective)
Shared mailboxes - also called "mailshares", "functional mailboxes" or "service mailboxes" - are mailboxes that, unlike user mailboxes, are not personal: one or more users can be attached to them.
All actions - flagging, forwarding, reply, etc. by any of its users will be visible by all. For example, if a user flags a message as "Important", all users will see that flag.
This operation, perfectly suitable for teamwork, can be used by a company department, within a project, or to make templates of emails available.
Shared mailboxes are created and managed by the domain administrator, who can delegate the management of sharing rights to one or more users, then called "delegated administrator(s)" of the shared mailbox.
Once the subscription is activated, the shared mailbox appears in the Shared Folders of the folder list :
Depending on the level of rights granted by the domain administrator or by the delegated administrator, the mailshare can then be used in the same way as the user's mailbox. You can:
- Write on behalf of the shared mailbox (only valid for users with write rights)
- Edit shares (only valid with management rights)
Using a group mailbox
User groups, created by administrators, contain organization members who have common needs or objectives (e.g. a group with "department managers"). Among others, this can make it easier to manage shared access rights for all the members of a group.
The administrator can assign a specific mailshares to the group, which by default functions as a company distribution list: messages sent to the group mailbox are received in the individual mailboxes of each group member. Actions performed on messages are individual. E.g., if a user flags a message as "Important", the flag will apply to their mailbox only. Other users will not see it.
The domain administrator can set up the group box so that received messages are also stored in the mailbox folder. In this case, any user with the appropriate access rights can view and act on the emails. The actions carried out are then visible to all group members.
Once the subscription is activated, the group mailbox appears in the Group Folders of the folder list.
Depending on the level of rights granted by the domain administrator or the delegated administrator, the user can view or manage folders in the same way as in their individual mailbox.
The delegated administrator can modify shares.
Unlike shared mailboxes, group mailboxes cannot be used to send messages on behalf of the group nor can identities with the group's email address be created.