Give team members access to a mailbox

Goal

Decide who on your team can read a connected mailbox in the Inbox and send from it.

Prerequisites

• You are an Owner or Admin.
• The mailbox is already connected.
• The people you want to add have a role that includes the Communications permission. Without it they cannot open the Inbox at all.

Steps

1. Open Settings > Communications > Email accounts.
2. On the row of the mailbox, open Account actions.
3. Select Manage Access. The Mailbox Access window opens and shows who can read this address.
4. Under Roles, tick every role that should use this mailbox. Untick a role to take its access away. Roles marked "Always has access" cannot be changed.
5. To add one person without opening the mailbox to their whole role, go to Named exceptions, choose the person in Add a person and select Add.
6. To take away a named person, select the remove button next to their name.
7. Close the window. Changes are saved as soon as you make them, and a message confirms each one.
8. Ask the team member to open the Inbox and check that the mailbox's emails are there.

Expected result

Everyone you chose can see the mailbox's emails in the Inbox and send from it. Everyone else cannot see them.

Troubleshooting

• If a team member sees an empty Inbox, open Manage Access on the mailbox. A person with no matching role and no entry under Named exceptions sees nothing.
• If a role is missing from the Roles list, that role does not hold the Communications permission. Change the role in the team settings first.
• If saving a change fails, your own role may not be allowed to change mailbox settings. Ask an Owner or Admin.
• A new mailbox is shared with every role that has the Communications permission. If some of those roles should not see it, untick them.
• If the team member sees the message that a conversation was not found, or that they do not have access to its mailbox, they have opened a conversation from a mailbox they cannot access.
• Owners and Admins always see every mailbox, whatever is ticked here.