Shared Mailboxes are a powerful feature in HQ and allow you to share mailboxes between users. This is a much better option than copying emails to multiple recipients in your company because it saves a lot of space. Also, with a shared mailbox, you can identify who has opened the emails and even assign the email to a user so that only one person is responsible for handling the email. This is very useful when you have a shared mailbox (for example firstname.lastname@example.org) that many people can access.
Several options are available for a each user of a shared mailbox and these can only be configured by Selestial. Let us know if you want a shared mailbox or special features of the shared mailbox setting up.
- Ability to view all emails in the mailbox
- Ability to view only emails that have been assigned to you by an administrator.
- Administration options that allow the user to assign the email to another user.
- Each user can have a different template for emails created.
Viewing an Email
When a user opens an unread email in the inbox, it is automatically assigned to the opening user. When anyone else views the email list, you will see the initials of the person that opened the email. Also, when you view the email, you will see in the top right hand corner who the email is assigned to.
Assigning an Email
To assign the email to another user, click on the “Reassign To” dropdown box. If the user only has permission to view emails assigned to them, then this email will then appear in their view of the Mailbox.