Mailboxes Tab

In the Mailboxes tab at Admin level you can view all mailboxes set up in the system. At Domain level you can view all mailboxes in the domain.

At the Domain Level you can also enable the domain to automatically discover and add mailbox addresses to the Mailboxes list via callout verification by clicking on the Enable link found at the top of the Mailboxes tab for Automatically populate the list with mailboxes determined as valid by the destination mailserver. Unavailable when rejection of email to not listed mailboxes is inactive.

View mailboxes

In the Mailboxes tab, click on Show Results to view all mailboxes. To search for specific mailboxes, use the Query Rules panel to refine your search and click on Show Results to display matching results.

Add mailbox

You can add multiple mailboxes at once by using the Import mailboxes from CSV feature on this page. You may export mailboxes as well by using the Export mailboxes as CSV feature here too.

If you have Automatically populate the list with mailboxes determined as valid by the destination mailserver... enabled, mailboxes will be detected and configured automatically but you may want to add and customise the behaviour of specific mailboxes.

Please be aware that you cannot use non US-ASCII characters in the local part of a mailbox.

To do this follow these steps:

  1. Click on + Add mailbox
  2. Enter the Mailbox name (email address local part) - If you are at the Admin level also select the domain. If you are at the domain level, this will be automatically selected
  3. The following settings are optional

  4. Select a Timezone - Using recommended settings here will use settings from the Configuration Tab
  5. Choose an appropriate Date format - Using recommended settings here will use settings from the Configuration Tab
  6. Choose an appropriate Time format - Using recommended settings here will use settings from the Configuration Tab
  7. Select whether this mailbox should be Filtered for incoming mail - Using recommended settings here will use settings from the Configuration Tab
  8. Select whether this mailbox should be Archived
  9. Select whether this mailbox should have Automatic Email Scout Reports enabled
  10. Advise if this mailbox is a Distribution List - These mailboxes are not expected to send mail directly and so messages with a distribution list address as a sender may be blocked
  11. Set if the mailbox should disregard all legitimate email without a rejection response - This setting allows for no-reply@ style mailboxes, where all mail should be accepted but will not be read, and so will be immediately discarded
  12. Advise if this mailbox is a Shared Mailbox - A shared mailbox is a mailbox that multiple users can use to read and send email messages
  13. Save the mailbox - you will now see the mailbox added to the list for the domain

Sub-Addressing/Plus-Addressing

Mail Assure supports sub-addressing, often called plus-addressing, which allows the addition of a 'tag' on a mailbox by use of a '+' as the separating character. Such addresses should not be added to the mailboxes list, so long as the primary mailbox is.

For example: for the primary mailbox jim.pickens@domain.invalid, sub-addresses such as jim.pickens+newsletters@domain.invalid, or jim.pickens+sales@domain.invalid can also be used.

Delivery of mail at the destination server will be done to the full sub-address, so the tag may be used for sorting mail in the inbox.

Sub-Addressing is different from mailbox aliases in that mail is not rewritten from one address to another. Mail is logged, archived and quarantined within Mail Assure under the primary mailbox name and this primary mailbox is what will appear in usage calculations.

Edit one or multiple mailboxes

If a mailbox was added used Microsoft 365 Sync, some settings cannot be edited.

  1. For a single mailbox - Alongside the mailbox you want to edit, click on the dropdown menu and select Edit
  2. For multiple mailboxes -

    • Place a tick in the checkbox alongside the mailboxes you want to edit
    • At the top and bottom of the results open the Apply to selected dropdown
    • Select Edit
    • Click Apply

    The Edit mailbox or Edit multiple mailboxes dialog is displayed.

    If editing a single mailbox, the mailbox address is displayed.

  3. You may change the following settings:
    • Timezone
    • Date format
    • Time format
    • Filtered (incoming) - If you disable this, filtering on the selected mailboxes is switched off. Effectively the recipients are Allow listed. See Switch off Filtering for Specific Mailbox (Allow list recipients)
    • You can also accept a recipient for all domains using the Recipient Allow list at the Admin Level, see Add recipient to Allow list.

    • Archiving enabled
    • Automatic Email Scout Report Activation
    • Distribution list
    • Discard all email without rejection response
    • Shared Mailbox
  4. Click Apply

Remove one or multiple mailboxes

  1. For a single mailbox - Alongside the mailbox you want to remove, click on the dropdown menu and select Remove
  2. For multiple mailboxes -

    • Place a tick in the checkbox alongside the mailboxes you want to remove
    • At the top and bottom of the results open the Apply to selected dropdown
    • Select Remove
    • Click Apply

  3. Confirm mailbox(es) removal in the dialog that is displayed with a list of mailboxes selected
  4. Click Remove

Mailboxes cannot be undeleted. If you have deleted the mailbox, it cannot be restored so you must add it as a new mailbox and set up all configuration again.

Switch off Filtering for Specific Mailbox (Allow list recipients)

You can choose to Allow list a recipient by switching off incoming filtering on that mailbox.

  1. At Domain Level, select General > Mailboxes Configuration
  2. Click to open the Mailboxes tab and use the Query Rules panel to search for the relevant mailbox
  3. Click Show Results to see all matching results
  4. Click on the dropdown to the left of the mailbox and select Edit to open the Edit mailbox dialog
  5. Expand the Filtered (Incoming) panel and select No
  6. Click Save

Convert Mailbox to Mailbox Alias

Converting a mailbox to a mailbox alias is an action that might be required for a number of reasons, the main one being if an employee leaves the customer and all their mail should now be redirected to another mailbox. Converting a mailbox into an alias can be done by:

  1. Find the mailbox you want to make into a mailbox alias from the Mailboxes list
  2. Click on the dropdown menu and select Convert mailbox to alias
  3. Ensure the correct domain is selected from the Domain dropdown
  4. Enter the mailbox name the alias should be attached to in the Mailbox box
  5. Ensure the correct mailbox to convert is in the Alias field
  6. Click Save