What is a Shared mailbox
What is a shared mailbox
A central shared mailbox is a email address that more than one person has the right to access. People are given appropriate access to the mailbox as and when required. Shared mailboxes are standard email folders and are no different to your own email folders, except that a number of people can be given access to a shared mailbox.
Can apply to:
- A personal email address
- A purpose built shared email address
- A sub mail folder
Why use a shared mailbox.
- Organising and controlling your mail, quantity of mails and archiving.
- Provides clearly defined email addresses for business use.
- Emails to a contact address (e.g. email@example.com) will now be sent to a single shared mailbox. This arrangement allows easier administration for all; e.g. whether or not the query has been answered.
- A single copy of the email is stored, as opposed to multiple copies when email lists are used.
- The shared mailbox is considered separate, freeing up your personal quota.
- A clear distinction between business email and personal email makes it easier to facilitate access to email when people are on leave or move between jobs or roles.
- The shared mailbox more convenient for archiving, and allows members who have recently joined the list to catch up with previous emails and present members to review the use.
How to apply for a shared mailbox
To apply for a shared mailbox fill out the shared mailbox request form
How do I view a Shared Mailbox?
How you view your Shared Mailboxes depends on which email client you use, some will show them automatically whereas you may have to subscribe to the new folders to see them in others. See this page of instructions on how to view shared mailboxes for more details.
How do I get an email program if I don't have one?
If you do not have an email program yet then please see more information on our recommended email clients.