Saving a mailbox before deletion

Saving a mailbox before deletion

Overview

Whilst it is best practice to delete the mailboxes of councillor when they leave, under certain circumstances, you may wish to keep access to the mailbox before deleting it. This method will provide access to the mailbox in a shared mailbox in another users account. 

Method

  1. Set up a shared mailbox with name_archive and select "only Moderators" to send emails to this.

  2. Add the person needing access to the shared mailbox e.g. the clerk as the moderator.   

  3. Reset the mailbox password for the mailbox that you are deleting.  In a new browser, go into the account and allow IMAP access.
  4. Go back to the admin dashboard, go to Data Migration and create a new data migration.

  5. Click add

  6.  Click create.

  7.  Now add "users"

  8.  Add the details as indicated and click add

  9.  Click, Start Migration.
  10.   Once you've done this, check in the shared folder that the emails have migrated and then you can delete the old mailbox.


    • Related Articles

    • Email Deletion & Recovery in Zoho Mail

      Overview Email deletion is a standard and necessary function within Zoho Mail, allowing users to manage inbox clutter, remove outdated information, and maintain an organised mailbox. However, it’s important to understand how deletion works and what ...

    • Deleting an email user

      Overview You can remove an email user from the Email Admin Console. This will mean; They can no longer access the mailbox Any emails sent to that address will bounce The email archive will be permanently deleted You will release a mailbox licence to ...

    • Converting a shared mailbox to a normal mailbox

      Overview It's not possible to convert a shared mailbox to a normal mailbox. However, you can close down the shared mailbox and create a new mailbox using the same email prefix. Limitations Going from a shared mailbox to a normal mailbox doesn't give ...

    • Adding a new email user

      Overview When a new councillor or member of staff joins the Council, you'll want to set them up on your email. If you've got someone who has left, you will need to delete them from the email and you can then reuse their licence. If you have already ...

    • 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 ...