Share Mailboxes

If an administrator gives you access to another user's mailbox, you can send and reply to packages in that shared mailbox using your own user account.

View Packages in a Shared Mailbox

My Mailboxes appears at the top of the page as usual, followed by Mailboxes for each mailbox shared with you. In the figure, UserThree (the signed-in user) has access to shared mailboxes owned by UserOne and UserTwo:

You can perform most of the typical package actions within a shared mailbox, such as viewing and replying to Inbox packages, creating, editing, and deleting Drafts and Templates, viewing Sent packages, sent package read status, package history, and viewing packages in the Trash.

You cannot do any of the following in a shared mailbox:

• Create a custom mailbox ("Add Box...")
• Empty the Trash
• View Drafts that were created by anyone other than the currently signed-in user

Sending a Package From a Shared Mailbox

To send a new package from a shared mailbox, sign in with your own user account as usual, create a new package, and in the From: field select the mailbox from which you want to send the new package. Mailboxes shared with you are also visible within the Outlook plug-in for your selection.

Note: The contents of the address book belong to the selected user.

Replies and Forwards

When replying to or forwarding a package in a shared mailbox, the From: field always shows the owner of the shared mailbox.

Notifications

When a mailbox is shared, notifications are handled as follows:

New Package Notifications: When a package arrives in a shared mailbox, all users with access to the shared mailbox receive an email notification of that package arrival (if an administrator has configured notifications). You see My New Packages at the top of the page as usual, followed by New Packages for each mailbox shared with you.

• Delivery Notifications: Both the signed-in user and the user in the package's "From:" field receive delivery notifications. For example: UserOne's mailbox is shared with UserTwo. UserTwo sends a package and selects UserOne in the package's "From:" field. UserOne and UserTwo both receive delivery receipt notifications. Notifications are sent as follows:
  • Package Read: Notification is sent when a package is read by the owner of the shared mailbox or by any user with access to the shared mailbox.
  • Attachment Downloaded: Notification is sent when a recipient, or anyone with shared access to a recipient’s mailbox, downloads the attachment.
  • Package Deleted: Notification is sent when a recipient deletes the package from the Trash without reading it. Notification is NOT sent when a user, with shared access to a recipient's mailbox, puts a package into the Trash.
  • User Deleted: Notification is sent when a recipient’s user account is deleted before reading the package. Notification is NOT sent when a user, with shared access to a recipient's mailbox, is deleted before reading the package.

    Note: To enable delivery notifications, the sender must select Delivery Receipt at the package level.

Read Status

To see a package's Read Status, you must view it in the Sent folder of the mailbox that sent it. For example, UserOne's mailbox is shared with UserTwo. UserTwo sends a package and selects UserOne in the package's "From:" field. The package is sent from UserOne's mailbox. To view that package's Read Status, UserTwo must open UserOne's Sent mailbox. When you open a sent package and click More next to Read Status, you see only the package's recipients. You do not see users who have shared access to a recipient's mailbox.

Note: If you send a package to a user who shared his mailbox with other users, you will not have visibility to others that can access the package.

Marking Packages New/Not New

You can mark only your own new packages ‘not new’ on the Packages screen.

New packages in shared mailboxes will remain 'new' until one of the following events occur:

• The owner of the shared mailbox views the package
• Any user who has access to this shared mailbox views the package and marks it ‘not new’ from within the package

If a user views a package in a shared mailbox and marks it new/not new from within the package, that package will be marked new/not new for all other users with access to that shared mailbox.

Mobile

You can access shared mailboxes from within MOVEit Mobile. For more information, see the Mobile 1.2.2 Help.

Outlook Plug-in

You can access shared mailboxes from within the Outlook Plug-in. For more information, see the Outlook Plug-in 2.5 Help.