Principles

Shared mailboxes are great for teamwork: all users with privileges on the shared mailbox can view (or more depending on their permissions level) the messages it contains.

Shared mailboxes work so that message "read status" information (read/unread) is specific to each user, whether the message has been read by other users or not.

However, reply and forward information is shared: if one user has replied to a message, all users will see the flag "Reply sent".

This is useful in collaborative work situations to manage shared inboxes (such as a contact mailbox) that include sub-folders such as "resolved, "sent", or "reply templates".

Managing shared mailboxes

The domain administrator accesses the shared mailbox manager via his admin console in the directory entry manager.

If you have been granted management rights to a shared mailbox, you can access it in Mail settings, "Sharings" tab.

In this tab, select the mailbox whose share options you want to manage from the first drop-down list – this can be your own mailbox or a shared mailbox you have access to:

See Gestion des partages.

Using shared mailboxes

Writing "as" a

mailbox

Écrire au nom d'une boîte

Afin de pouvoir écrire "au nom" d'une boîte partagéeTo write a message "as" a shared mailbox, i.e. en utilisant l'adresse de la boîte comme expéditeur, il faut :to use the mailbox's email address as the sender, you must:

• be given the minimum right "can edit messages" by the administrator or the mailbox manager

• create an identity for yourself with this mailbox as the sender's address

  Astuce
  If you want other mailbox right holders to be able to view the mailbox's sent messages, don't forget to uncheck the relevant box in the identity's management page.

• que l'administrateur, ou un gestionnaire de la boîte, donne le droit minimum "peut modifier les messages" à l'utilisateur

• que l'utilisateur se crée une identité en choisissant cette boîte comme adresse d'expéditeur

  Astuce
  Si l'on souhaite que les autres ayant droit de la boîte puissent consulter les messages envoyés, ne pas oublier de cocher la case prévue à cet effet dans la fenêtre de gestion de l'identité

Uses

Shared mailboxes can have a variety of uses in different situations, such as:

• Projects: a single project or department-specific mailbox, allowing users to centralize queries and data more comprehensively than through a simple distribution list or a group. 
• Contacts: to share contact messages between managers and salespeople as well as email templates for information or quote requests. 
• Support: to centralize support requests. The mailbox can be shared between IT technicians for support requests and between salespeople for monitoring.
• To manage incoming requests: mailboxes can be organized to sort requests according to their manager or processing status. E.g. the inbox receives incoming messages, a person-specific sub-folder can be used to move messages to in order to assign the message's processing. Once it has been processed, the message is moved to a "Processed" folder. You may also consider using status-specific sub-folders. E.g. for support requests: bug, information, improvement, or for sales mailboxes: quotes, invoices, prospects, etc.
• Email templates: a mailbox can contain the organization's email templates. It can be shared by the relevant users and include sub-folders for technical, sales or general templates, for instance.

Email templates

A shared mailbox can be used to share emails that can serve as a common template for all its users.

First, you need to:

• Create an email.
• Send it to the desired mailbox if it has an email address, or copy (or drag) it straight into the mailbox from your webmail or email client (Outlook, Thunderbird, etc.).

The email appears in the shared mailbox and can be seen by all its users:

Next, to use the message stored in this mailbox, just select it in webmail and click "More actions" > Edit as new:

A window containing the pre-filled message opens: the recipient's address and content are those of the original message and your signature is added.