Mailboxes

Open Settings, then Mailboxes, and choose a mailbox. Its page has three tabs, General, Access and Connection, with the mailbox’s name and status above all three. Administrators manage shared mailboxes. A private mailbox is managed only by its owner, whatever their role. Members who open a shared mailbox see the same tabs, read only. To add one, see Connect a mailbox or Connect a Gmail or Microsoft 365 mailbox.

General

• Label is the name your colleagues see in the sidebar, lists and filters. Display name is what recipients see, and the line below shows the From preview.

• Icon: the default, an icon, an emoji or a picture, on a background colour. It shows in the sidebar and wherever you pick a mailbox.

• Addresses: the main address can’t be changed. Add other addresses it answers to, and a reply goes out from whichever address the message was sent to.

• Conversations: Group alerts with the same subject lets automated mail from the same sender, like server alerts, join one conversation instead of each starting its own.

• Delete removes the mailbox and every conversation, message and attachment in it from DMU Mail after you type the address. It can’t be undone. Your mail provider keeps its copy.

Changes here and on Connection show a bar with Save changes and Discard. Nothing is saved until you choose Save changes.

Access

A shared mailbox is seen by everyone in the organisation, anyone who joins later included, or by the teams and people you tick. Administrators can always see every shared mailbox. Only administrators change who can see it, and each tick saves at once. A line under the list says how many people can see it.

• Find a team or a person searches the list. Someone who sees it through a ticked team shows “Through” that team, and administrators show “Always, as an administrator”.

• Taking the mailbox from someone with conversations assigned in it asks first. If you go ahead, those conversations are unassigned.

• Make private gives a shared mailbox to one person, and everyone else loses access at once. Conversations stay, but those assigned to others are unassigned. Only an administrator can make a mailbox private.

• Share with the organisation, on a private mailbox, lets everyone or one team see it, old mail included. Only its owner can do this. An administrator can then tick more teams and people, and only an administrator can make it private again.

Connection

The page opens with a status: a green dot and “Connected, synced” with the time, or a red banner reading Can’t sign in or Can’t connect. Administrators choose Fix connection on the banner and enter the current password. Everyone who uses the mailbox sees the banner until it is fixed. A broken mailbox is not retried on its own.

For a password mailbox the Connection card shows the servers and the username. Choose Edit to change them, or Change password to replace the saved password, which can’t be shown again. Test connection checks your new settings before you save. If you change a server, enter the password again.

A Google or Microsoft mailbox says “Connected with” the provider and offers Reconnect, which asks for sign-in again, and Use a password instead.

Pause, at the bottom of the tab, stops checking for new mail until you choose Resume. Everything already there stays readable, and nothing is deleted. Members don’t see the connection settings.

Delete old mail

This is one setting for the whole organisation, not for one mailbox. Open Settings, then Storage, and under Clean up choose Delete mail older than: Never, 6 months, 1 year, 2 years or 3 years. Every night, conversations whose newest message is older than that are deleted from DMU Mail, in every mailbox, private ones included.

You see how many conversations go the first night before you confirm. Drafts, scheduled messages and snoozed conversations are kept. Only DMU Mail’s copy is deleted, nothing at your provider, and mail that old is no longer synced or imported. Deleted conversations can’t be restored. Members see the setting but can’t change it.