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Setup & how-to

Setting up a shared mailbox or role address

Setting up a shared mailbox lets several colleagues manage one address together, such as info@yourbusiness.com or board@yourassociation.com. That way everyone sees the same incoming mail and nothing is left unanswered because one person happens to be away. At Mailflux you can set up such a role address in two ways: as an alias to an existing mailbox, or as a separate mailbox that you share with your team. In this guide we walk you through both ways.

By the Mailflux team Published on

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What you need

  • Access to your Mailflux account, where you manage mailboxes and aliases.
  • A short list of who should be able to read and reply to the address.
  • A choice: will it be an alias to one mailbox, or a separate shared mailbox?

Unsure about the approach? First read briefly what a shared mailbox or role address is.

Setting up a shared mailbox: step by step

  1. Log in to your Mailflux account and go to the management of your email addresses.
  2. Decide on the setup. For a simple role address you create an alias; if you want a real joint inbox, choose a separate mailbox.
  3. Alias route: create info@ or board@ as an alias and point it to the mailbox of the person responsible. You get 20 free aliases with every plan, so this costs you nothing extra.
  1. Shared-mailbox route: create a separate mailbox for the address and give the colleagues who should manage it the login details, or set up access so they open it alongside their own mailbox.
  2. Want to use it in a mail program? Add the mailbox via IMAP; the server values are on IMAP and server settings.
  3. Send a test message to the new address and check that everyone sees it.

Alias or separate mailbox?

An alias is ideal if one person manages the address and just wants the mail in their own inbox; it's quick to set up and free. A separate shared mailbox is better when several people really need to read along and reply together, because then all mail stays in one central place. If you manage many addresses at once for an association or school, there's also bulk account management for businesses to arrange it all in one go.

Not working?

  • Messages don't arrive at the role address. Check that the alias or mailbox is created correctly and that your domain is properly connected.
  • A colleague can't open the shared mailbox. Check that the access is set up correctly and that the right password is being used.
  • We want to hand over the address later. For a handover of a role address, the approach in role email addresses and handover helps. Can't figure it out? Then our support sets it up together with you.

Done

Your role address is ready and your team can get to work together. Just agree on who handles what, and the shared inbox stays organised. Prefer that we arrange the setup for you, especially with several addresses at once? Request your mailbox with no obligation and we'll set it up together.

Set it up yourself?

Follow our step-by-step guide, or let us help you get set up personally.

Read the guide

FAQ

Frequently asked questions

Does a shared mailbox or role address cost extra?

A role address as an alias costs nothing extra: you get 20 free aliases with every plan. If you want a separate shared mailbox with its own storage, that's an extra mailbox in your subscription. That way you choose yourself between a simple free alias and a full joint inbox, depending on how you work together.

Can everyone then access the same messages?

Yes, that's exactly the goal. With a shared mailbox everyone involved sees the same incoming and sent mail, so nothing falls through the cracks when someone is away. With an alias the mail arrives in the mailbox of the person behind the address, who then manages or forwards it themselves.

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