Admin Panel
Log into your Email Admin Panel
Overview If you are an admin (usually the Clerk), you will have access to the admin panel where you can: Manage Users Add and manage distribution lists and shared mailboxes Change security and spam settings Method 1. From your mailbox, go to your ...
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 ...
Add an Administrator
Overview By default, the Clerk is set as the Super Administrator and this cannot be changed. However, you can add additional staff or councillors as administrators to perform actions on your mail configuration. Note: it's for your council to decide ...
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 ...
Creating a Distribution List
Overview A Distribution List is an email address solely used for sending emails out to multiple email addresses. For example, instead of entering every councillor's email address in the To field, you can create a distribution list called ...
Resetting a Mailbox Password
Overview The administrator (usually the Clerk) will have access to the Admin Panel which gives an overview of when a user last logged in and enables the administrator to provide support to the users. Permissions Only the account admin (typically the ...
Setting up Two-Factor Authentication for your organisation
Overview We highly recommend using Two Factor Authentication. There may be circumstances where this is not feasible. In such cases, the Two-Factor Authentication can be switched off. Alternatively, a user may need to have their Two-Factor ...
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 ...
Setting up Default Signature Template
Overview You can set signatures to be consistent across all staff and councillors. this essentially forces a signature policy on all users. To do this: Go to the Email Admin Panel Go to Organisation Go to Signature Template Give it a name Enter the ...
Setting an Alias for a mailbox
Overview An email alias is an alternate email address that forwards messages to a primary email account. Instead of creating a completely separate inbox, an alias allows you to use different addresses while still receiving all communications in one ...
Forwarding emails from your gov.uk mailbox to another mailbox
Overview Whilst it is technically possible to automatically forward incoming emails to another mailbox from your gov.uk email address, the Government Digital Service (GDS) strongly advise against this due to several key security and privacy risks. ...
Set up Notifications for when emails are quarantined
Set up Notifications for when emails are quarantined To set up notifications for quarantined emails: Go to Email Admin Panel Go to Security and Compliance Go to Quarantine Go to Settings Go to Notifications Switch the toggle to ON next to "Incoming ...
Check for quarantined emails
Overview Your Parish Online Email service comes with the latest in spam and phishing reduction technology. This includes a system that quarantines incoming emails if they are suspicious for some reason. Reasons may include; The senders mail server ...
Setting up Display Name Spoofing to avoid phishing scams
In this video we cover how to set Display Name Spoofing protection for your email account. Guidance The most important piece of advice to avoid phishing scams or people pretending to be one of your staff or councillors is education. In your next ...
Migrating emails away from our mail service
If you choose to leave our service then it's advised to take a copy of your email archive. Our mail system can be connected to via IMAP, which is a common way for synchronising emails from one service to another. You'll need to: Enable IMAP (Enabling ...