Creating a Shared Mailbox

Creating a Shared Mailbox

Overview

Shared Mailboxes are basic email accounts that multiple users can see. Shared Mailboxes are mostly used for role-based functions such as having an allotments@yourparishcouncil.gov.uk address for the 3 people that manage allotments, for example.

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Creating a Shared Mailbox

To create a Shared Mailbox;
  1. Log into the Email Admin Panel
  2. Go to Groups
  3. Go to Shared Mailboxes
  4. Click on Create
  5. Enter a name for the mailbox
  6. Email address field will auto-populate, but you can change this as required
  7. Give a description for the mailbox
  8. Click Proceed
You then have options for who can send emails to the mailbox;
  1. Everyone. Anyone in the world is allowed to email this mailbox
  2. Organisation Members. Anyone who has a gov.uk mailbox within your Local Council is allowed to email this mailbox
  3. Group Members. Only those with access to the shared mailbox are allowed to email this mailbox
  4. Only Moderators. Only moderators of the shared mailbox are allowed to email this mailbox
For an example like allotments, you'd want Everyone to be able to email it because it'll most likely be the public using it. 

Adding Users

  1. Click Add then Search and Add Organisation Users

  2. Click the + button alongside all users you want to add

  3. Click Add

  4. Select one or more Moderators by changing the drop-down alongside each user from Member to Moderator.

  5. Click Create
Once the Distribution list has been created you can add more users in the same way.