This article explains how to create and use a shared mailbox in IceWarp. Below, in the Table of Contents, you can click directly on the section you are interested in to quickly find the relevant information.

ADMINISTRATOR AND USER ROLES

PREREQUISITES

1. ADMINISTRATOR REQUIREMENTS
2. USER REQUIREMENTS

ADMINISTRATOR USE CASES

1. CREATE A SHARED MAILBOX

2. ADD USERS AND SET PERMISSIONS

3. CREATE AND CONFIGURE A SHARED SENT FOLDER

USER USE CASES

1. ACCESS THE SHARED MAILBOX

2. SEND EMAILS AS THE GROUP

3. SET A SIGNATURE FOR THE GROUP ADDRESS

CONCLUSION

ADMINISTRATOR AND USER ROLES

• IceWarp administrators can create the shared mailbox, assign permissions, and manage its members.

• IceWarp users who have been granted access can receive, manage, and send messages from the shared address.

A shared mailbox allows multiple users to manage messages sent to a common address, such as sales@domain.com.

In IceWarp, a shared mailbox is created as a group with a public mail folder. Authorized users can access the same Inbox, manage incoming messages, and send replies from the shared address without signing in to a separate account.

This article explains how to create the shared mailbox, assign permissions, add users, and confirm that it works correctly in IceWarp WebClient or the IceWarp Desktop Client.

PREREQUISITES

ADMINISTRATOR REQUIREMENTS

Before creating the shared mailbox, make sure that:

• You have access to IceWarp WebAdmin and permission to manage the selected domain.

• The IceWarp domain is active.

• The shared address, such as sales@domain.com, is not already in use.

• Public folders and group accounts are available on the server.

• You know which users need access and which permissions they require.

USER REQUIREMENTS

Each user must:

• Have an active IceWarp account.

• Be able to sign in to IceWarp WebClient or the IceWarp Desktop Client.

• Be added to the shared mailbox group.

• Have the required permissions for the shared Inbox.

Note: sales@domain.com is created as a group with a shared public mail folder. It does not have its own login credentials.

For a customer-facing mailbox, make sure external senders are allowed to send messages to the group.

ADMINISTRATOR USE CASES

1. CREATE A SHARED MAILBOX

In IceWarp, a shared mailbox is created as a group account with a public mail folder. Messages sent to the group address are stored in this shared folder instead of being delivered separately to each member.

The following example creates the shared mailbox sales@domain.com.

CREATE THE GROUP ACCOUNT

1. Sign in to IceWarp WebAdmin.

2. Go to Users & Domains.

3. Select the domain where you want to create the shared mailbox.
   For example:
   domain.com

4. Click the Plus button and select New Group.

5. Enter the group details:

   • Name: Sales

   • Alias: sales@domain.com

   • Description: Shared mailbox for the Sales team

6. The alias forms the first part of the shared email address. In this example, the resulting address is sales@domain.com.

7. Create the group.

CONFIGURE THE SHARED MAILBOX

After creating the group, configure it to store messages in a shared mail folder.

1. In Users & Domains, open the newly created Sales group.

2. Go to Info > Group Sharing.

3. Enable Create a public folder.

4. Enter the folder name:
   Sales

5. Go to Info > Group Email Delivery.

6. Select Deliver mail to shared folder.

7. For a customer-facing mailbox, leave Only members can post new messages disabled so that external senders can email sales@domain.com.

8. Click Save.

Result: The sales@domain.com shared mailbox and its public mail folder are now created. Users must still be added and granted the appropriate permissions before they can access it.

2. ADD USERS AND SET PERMISSIONS

After creating the shared mailbox, add the users who will work with it and assign access to the shared Inbox.

ADD USERS

1. In Users & Domains, open the Sales group.

2. Go to the Members tab.

3. Click Add Members.

4. Select the users who should access sales@domain.com.

5. Click Add User.

The selected accounts are now members of the Sales group.
Warning: A group can contain only local IceWarp users. External email addresses are not supported. To include external recipients, create a mailing list instead by selecting New Mailing List.

SET PERMISSIONS

1. In Users & Domains, open the Sales group.

2. Go to Info > Group Sharing.

3. Click Permissions.

4. Scroll down and click Show all folders.

5. Select the root folder:

sales@domain.com

1. Select the sales@domain.com group in the permissions list.

2. Assign the required permission level directly to the group.

For regular shared mailbox users, select All. Use Full only when group members should also be able to manage permissions.

1. Click Save, and then click Done.

Result: All members of sales@domain.com receive access to the shared mailbox according to the permissions assigned to the group.

3. CREATE AND CONFIGURE A SHARED SENT FOLDER

Create a shared Sent folder so that messages sent from sales@domain.com are available to all authorized users.

CREATE THE SENT FOLDER

1. Sign in to IceWarp WebClient with an administrator account that has permission to edit the shared mailbox.

2. Go to Mail > Public.

3. Right-click the Sales shared mailbox.

4. Select Add Folder.

5. Enter the folder name:
   Sent

6. Click OK.

ROUTE SENT MESSAGES TO THE FOLDER

After creating the folder, configure IceWarp to save messages sent from the group address in it.

1. Open Domain Options.

2. Go to Mail > Groups.

3. Click Add.

4. In the Group field, enter:
   sales@domain.com

5. In the Sent Folder field, select:
   Sales > Sent

6. Click OK.

7. Click OK again to save the Domain Options.

Result: Messages sent using sales@domain.com are saved in the shared Sales > Sent folder, where authorized users can access them.

Shared mailbox setup complete

The sales@domain.com shared mailbox is now ready to use.

All assigned members can see incoming messages in the same Inbox. When one person marks a message as read, adds a flag, assigns a tag, moves it, or makes another change, the update is visible to everyone with access.

When a member replies from sales@domain.com, the sent message is stored in the shared Sent folder, so the whole team can see that the request has already been handled.

This shared mailbox workflow is available in IceWarp WebClient.

USER USE CASES

1. ACCESS THE SHARED MAILBOX

After the administrator adds you to the group and assigns the required permissions, you can access the shared mailbox in IceWarp WebClient or the IceWarp Desktop Client.

ICEWARP WEBCLIENT

1. Sign in to IceWarp WebClient with your personal account.

2. Open Mail.

3. In the folder tree, expand Public.

4. Expand the Sales shared mailbox.

5. Open the required folder:

   • Inbox for received messages

   • Sent for messages sent from sales@domain.com

TIP: Add such folder as a Favorite to make it easily accessible in future.

ICEWARP DESKTOP CLIENT

1. Open the IceWarp Desktop Client and sign in with your personal account.

2. Go to Mail.

3. Find the Sales shared mailbox directly in the folder tree.

4. Expand the mailbox.

5. Open the required folder:

   • Inbox for received messages

   • Sent for messages sent from sales@domain.com

Note: In the IceWarp Desktop Client, public folders are displayed under More... in the folder tree. There is no separate Public section.

Result: You can access the shared Inbox and Sent folder according to the permissions assigned by the administrator.

2. SEND EMAILS AS THE GROUP

Before sending messages from sales@domain.com, each user must add the shared address as an alias and confirm it.

ADD THE GROUP ADDRESS AS AN ALIAS

ICEWARP WEBCLIENT

1. Sign in to IceWarp WebClient with your personal account.

2. Click your avatar and open Options.

3. Go to Mail > Aliases.

4. Click Add new alias.

5. Complete the fields:

   • Name: Sales

   • Email: sales@domain.com

6. Click Send.

7. Open the shared Sales > Inbox folder.

8. Open the confirmation email and follow the instructions to confirm the alias.

Result: After confirmation, sales@domain.com becomes available in the From field.

ICEWARP DESKTOP CLIENT

1. Open the IceWarp Desktop Client.

2. Open the main menu on the left and select Accounts.

3. Select your account.

4. In the General tab, find the Email section and click Aliases....

5. Click Add Alias.

6. Complete the following fields:

   • Email address: sales@domain.com

   • Display name: Sales

7. Click OK.

8. Click OK again to close the alias list.

9. Click Save & Close to save the account settings.

Result: sales@domain.com is available in the From field when composing a message in the IceWarp Desktop Client.

SEND AN EMAIL FROM THE GROUP ADDRESS

ICEWARP WEBCLIENT

1. Open Mail and create a new message.

2. Open the From field.

3. Select:
   sales@domain.com

4. Add the recipients, subject, and message.

5. Click Send.

Note: Each user who needs to send messages from the shared mailbox must add and confirm sales@domain.com as an alias.

Result: The message is sent from sales@domain.com and saved in the shared Sales > Sent folder.

ICEWARP DESKTOP CLIENT

1. Open Mail and click New to create a message.

2. Click the sender address at the top of the message window.

3. In the account list, open the submenu next to your IceWarp account.

4. Select: sales@domain.com

5. Add the recipients, subject, and message.

6. Click Send.

Result: The message is sent from sales@domain.com. When sent-message routing is configured, a copy is saved in Sales > Sent.

3. SET A SIGNATURE FOR THE GROUP ADDRESS

After adding and confirming sales@domain.com as an alias, assign a signature that will be used when sending messages from the shared address.

ICEWARP WEBCLIENT

1. Sign in to IceWarp WebClient with your personal account.

2. Click your avatar and open Options.

3. Go to Mail > Signature.

4. Create the signature that you want to use for the Sales group, if it does not already exist.

5. Go to Mail > Aliases.

6. Select: sales@domain.com

7. In the Signature section, select the required signature for:

   • New Messages

   • Replies

8. Click OK to save the changes.

Each user can assign a different predefined signature to the shared alias for new messages and replies.

Note: Each user who sends from sales@domain.com must configure the signature in their own account.

Result: The selected signature is applied when the user sends or replies using sales@domain.com.

ICEWARP DESKTOP CLIENT

1. Open the IceWarp Desktop Client.

2. Open the main menu and select Settings.

3. Go to Mail > Templates and Signatures.

4. Click Signatures... and then click New.

5. Enter a name for the signature, for example:

6. Sales

7. Create the signature content and click Save.

8. Click Save & Close to close the settings.

9. Create a new message and select sales@domain.com as the sender.

10. In the message toolbar, open the Signature menu and select the Sales signature.

Note: Because sales@domain.com is added as an alias of the user’s account, the Sales signature may need to be selected manually when sending from the group address.

Result: The message is sent from sales@domain.com with the Sales signature.

CONCLUSION

The sales@domain.com shared mailbox is now fully configured and ready for everyday use.

Administrators have created the group, added members, assigned permissions, and configured the shared Sent folder. Users can access the shared mailbox, add sales@domain.com as an alias, send messages from the group address, and use the appropriate signature in IceWarp WebClient or the IceWarp Desktop Client.

Because all authorized users work with the same shared folders, changes such as read status, flags, tags, moved messages, and sent replies remain visible to the whole team. This helps prevent duplicate work and gives everyone a clear view of which messages have already been handled.