Shared Mailbox

Shared Mailbox is a group similar to a Distribution List (DL) that has a common email address shared by a set of users within your organization. Unlike DLs, external members cannot be added to a shared mailbox and it does not support streams. The emails sent to a shared mailbox do not appear in the individual user's mailbox thereby reducing email duplication.

Create Shared Mailbox

To create a new shared mailbox, follow these steps:

  1. Log in to Zoho Mail Admin Console and select Groups in the left pane.
  2. Select Shared Mailbox and click Create. The Add Shared Mailbox page appears.
    create shared mailbox
  3. Enter a group name and email address of your choice. You can also add a description and profile picture.
  4. Select the mailbox type under the Who can send emails to your group section
    • Everyone - Public Group 
      • Anyone can send emails to the group.
      • All the emails will be delivered to all the group members. 
    • Organization Members - Organization group 
      • Only the members of the same organization can send emails to the group.
      • When others send emails to this group, the email can be moderated/ bounced to senders, based on the option chosen in the Email Moderation section.
    • Group Members - Private Group
      • Only the group members can send emails to the group.
      • When others send emails to this group, the email can be moderated/ bounced to senders, based on the option chosen in the Email Moderation section. 
    • Only Moderators - Restricted Group
      • Only the group moderators can send emails directly to the group. 
      • When others send emails to this group, the email will be moderated. However, the individual member/ moderator permissions can also be customized from the Members section. Refer to Group Moderators to learn more.
  5. Once done, click Proceed. The Select Members page appears in which you can add members to the shared mailbox.
    entering group details
  6. Click + Add and select the preferred method to add members of your organization to be part of your shared mailbox:
    • Search and add organization users
    • Add all organization users
  7. If required, change the role of one or more users to Moderator and click Create.
    add members to shared mailbox

A Shared Mailbox with the desired email address and selected users will be created. Members of the group can see the shared mailbox in their mail account as shown below.

Alternatively, you can also create a shared mailbox from the Groups page.

Export Shared Mailbox

  1. Log in to Zoho Mail Admin Console and select Groups in the left pane.
  2. Select Shared Mailbox and choose the Export option.
  3. Select Export all groups to export all your shared mailboxes. Alternatively, you can export individual groups by selecting them manually and clicking the Export option.
  4. By default, group details such as the name, description, email address, alias addresses, access level, total number of members, and so on will be exported. Although, this does not include the email addresses of your group members.
    • You can export your groups with members by checking the Export with members option. When you export with members, you can Export as multiple files with individual group details (ZIP) or Export as a single file with all group details (CSV).
    • You can also encrypt your download file by checking the Encrypt with password option and entering the password you want to use for encryption.
  5. After selecting the options of your choice, click Export.
    exporting shared mailbox

Once done, your export will be scheduled. Upon completion, you will receive an email with the download link of the export file. You can also select one or more groups manually and export them.

Filter

You can filter the email listing from the Shared Mailbox page. Click on the Filter option from the top menu to narrow down the groups listing based on:

  • Groups awaiting moderation
  • Blocked groups

filter shared mailbox

Delete

You can either delete a single shared mailbox or multiple shared mailboxes from the Shared Mailbox listing page. To delete a single group, hover over the group you want to delete and click the delete  icon.

You can delete multiple groups by selecting them and clicking the  Delete button from the top menu.

delete shared mailbox

Block/Unblock Shared Mailbox

You can block the incoming and outgoing permissions by selecting the Shared Mailbox and clicking Block. Similarly, select the groups with blocked permissions (you can also use the filter option "Blocked") from the listing and click Unblock from the top menu to allow incoming and outgoing emails for the group. 

block/unblock shared mailbox

Manage Columns

  1. You can customize the columns displayed in the Shared Mailbox section using the Manage columns option. By default, the following columns cannot be removed from the display:
    • Name & Email
    • More actions
    manage columns in shared mailbox‚Äč
  2. To customize, click on the Manage columns icon on the top right corner and select or deselect the columns from the list,
    • Access Level
    • Member Count 
    • Moderation
    • Block status

Shared Mailbox Settings

You can view, manage, and modify other preferences of your shared mailbox from the Settings page. Refer to the General Settings help page for detailed instructions.

 

Looking for a Shared Inbox solution for your team?
Try TeamInbox by Zoho Mail, to make collaboration with your team efficient with shared inboxes.

Still can't find what you're looking for?

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