Difference between revisions of "Shared Mailboxes"
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| − | __NOTOC__[[Main Page|Home]] > [[Administration]] > [[System Administration|System]] > [[Email Administration | Email]] > Shared Mailboxes | + | This document can now be found at its new location in the [https://docs.hornbill.com/esp-config/email/shared-mailboxes/ Hornbill Document Library]. |
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| + | |[[Main Page|Home]] > [[Administration]] > [[System Administration|System]] > [[Email Administration | Email]] > Shared Mailboxes | ||
| + | |style="text-align:right;"|[[:Category:Service_Manager|Index]] | ||
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==Introduction== | ==Introduction== | ||
Shared mailboxes are created to allow a group of users to share a single mailbox for both outgoing and incoming email, all using a common email address. All messages that are sent from, or received by your Hornbill instance will reside within a mailbox. | Shared mailboxes are created to allow a group of users to share a single mailbox for both outgoing and incoming email, all using a common email address. All messages that are sent from, or received by your Hornbill instance will reside within a mailbox. | ||
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Shared Mailboxes are located in '''Hornbill Administration > Home > System > Email > Shared Mailboxes'''. | Shared Mailboxes are located in '''Hornbill Administration > Home > System > Email > Shared Mailboxes'''. | ||
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| − | + | == Related Articles == | |
| + | :* [[Outbound_Mail_Routing|Setting Up an Outbound Route]] | ||
| + | :* [[Email_Templates|Configuring Email Templates]] | ||
| + | :* [[Email_Routing_Rules|Email Routing Rules]] | ||
| + | :* [[Mailbox_Rights_and_Roles|Create a Mailbox Security Role]] | ||
| + | :* [[How to configure OAuth2 Authentication for Microsoft Office 365 Mailbox integration|MS Office 365 integration with OAuth2]] | ||
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| − | The first two Shared Mailboxes are free, but any more mailboxes are subject to an additional monthly Subscription charge. | + | |
| + | The first two Shared Mailboxes are free, but any more mailboxes are subject to an additional monthly Subscription charge. | ||
==Configuring a Shared Mailbox== | ==Configuring a Shared Mailbox== | ||
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===Mailbox Details=== | ===Mailbox Details=== | ||
This is where the basic details of the mailbox are specified: | This is where the basic details of the mailbox are specified: | ||
| − | * Mailbox Name: This is used to reference the mailbox within the Hornbill Platform when there is a need to specify a mailbox in certain application settings. Once the mailbox is created this cannot be changed. | + | * '''Mailbox Name:''' This is used to reference the mailbox within the Hornbill Platform when there is a need to specify a mailbox in certain application settings. Once the mailbox is created this cannot be changed. |
| − | * Display Name: This is what the recipients of email will see when they receive an email from Hornbill. This can be edited at any time. | + | * '''Display Name:''' This is what the recipients of email will see when they receive an email from Hornbill. This can be edited at any time. |
===Adding an Inbound Mail Service=== | ===Adding an Inbound Mail Service=== | ||
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<br> | <br> | ||
===Linking an Outbound Mail Route (Domain)=== | ===Linking an Outbound Mail Route (Domain)=== | ||
| − | The "Addresses" tab is where we specify a "reply address" i.e. the address that recipients will see when the receive email from Hornbill. This reply address also has another important function within the Hornbill Platform which is to link the outbound mail route to the Shared Mailbox. | + | The "Addresses" tab is where we specify a "reply address" i.e. the address that recipients will see when the receive email from Hornbill. This reply address also has another important function within the Hornbill Platform which is to link the outbound mail route to the Shared Mailbox. Prior to performing this step, it will be necessary to configure your Outbound Mail Route, click [[Outbound Mail Routing|'''here''']] here for details. |
| + | <br> | ||
| + | # Click "Add Address" | ||
| + | # Specify the alias (this is what forms everything to the left of the '@' symbol in your reply address). | ||
| + | # From the pick list select the domain name. This pick list contacts all the Outbound Routes (Domains) you have configured in Hornbill (See the wiki page on '''[[Outbound Mail Routing]]''' for more detail). | ||
| + | # Click "Save" | ||
| + | # Mark the check box to the left of the Address, and set this as the default by clicking the "tick" button towards the top right. | ||
| + | # A green dot should now appear to the right of the address to indicate that this is the default address. | ||
===Mailbox Status=== | ===Mailbox Status=== | ||
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==== Why does Hornbill delete mail from my mail server? ==== | ==== Why does Hornbill delete mail from my mail server? ==== | ||
:Hornbill stores all emails it receives into its shared mailboxes into a database, once your mail messages and attachments are in our database they are as safe as the rest of your data on our platform. One of the problems with IMAP and POP3 with the mail systems that implement these protocols is there is generally a finite amount of storage available for mail, so the question about how to keep storage use at manageable levels becomes a complication and an administrative overhead, and to combat this, many systems impose storage limits and forced message deletion policies. Another good reason is the technical details of how the IMAP and POP3 protocols are implemented. As data sets become large on your mail system, it takes more and more time and network bandwidth to synchronize between Hornbill and your Mail system. For these reasons it works a lot better and is the maintenance free option to move the messages from your mail server to our platform. | :Hornbill stores all emails it receives into its shared mailboxes into a database, once your mail messages and attachments are in our database they are as safe as the rest of your data on our platform. One of the problems with IMAP and POP3 with the mail systems that implement these protocols is there is generally a finite amount of storage available for mail, so the question about how to keep storage use at manageable levels becomes a complication and an administrative overhead, and to combat this, many systems impose storage limits and forced message deletion policies. Another good reason is the technical details of how the IMAP and POP3 protocols are implemented. As data sets become large on your mail system, it takes more and more time and network bandwidth to synchronize between Hornbill and your Mail system. For these reasons it works a lot better and is the maintenance free option to move the messages from your mail server to our platform. | ||
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Revision as of 22:48, 20 November 2023
This document can now be found at its new location in the Hornbill Document Library.
