Manage mailboxes

Create, edit, suspend and delete mail accounts — with the quota, protocol and password options the Create Mailbox dialog offers.

The Mailboxes tab is the account list for your domain: every address, what it is using, and when it was last signed into.

The Mailboxes tab, listing each address with its storage, last login and message count

Reading the list

Column	Meaning
Email Address	The full address
Display Name	The name shown on messages it sends
Storage	Mail stored, against that mailbox's quota
Last Login	When someone last signed in. `Never` means nobody has
Messages	Messages currently held
Status	`Active`, or disabled

Last Login showing Never on a mailbox that has been live for a while is worth a look. Either nobody is using it — in which case it is spending quota for nothing — or someone set up a mail app, never checked it, and is missing mail.

Each row carries five actions: open webmail for that mailbox, edit it, change its password, show mobile setup, and delete it.

Create a mailbox

Select Add Mailbox.

The Create Mailbox dialog, with quota and per-protocol options

Field	Notes
Email Address	The part before `@`. Letters, numbers, dots, hyphens and plus signs only
Display Name	Optional. What recipients see as the sender name
Password	Minimum 8 characters
Quota (MiB)	Defaults to the plan quota. Set a custom value if you want
Allowed Protocols	Which ways this mailbox can be reached

Use Generate for the password. It produces something stronger than you will invent, and the eye icon shows it so you can copy it before saving.

Copy the password before you select Create Mailbox. It is not shown again. If it is lost, you can set a new one from the key icon on the mailbox's row, but you cannot retrieve the old one.

Quotas

The quota is per mailbox, taken from your plan's default. Every mailbox draws from the same plan total, so allocating 5 GB to one mailbox on a 5 GB plan leaves nothing for the others — see Storage.

Leave it at the default unless you know a particular mailbox needs more.

Protocols

Five are enabled by default; ActiveSync is not.

Protocol	What it does	Turn it off when
IMAP	Reads mail, leaving it on the server	Never, in practice
POP3	Downloads mail to one device and removes it	You want to force IMAP
SMTP	Sends mail	The mailbox should only receive
Sieve	Server-side filters and rules	Not needed
CalDAV / CardDAV	Calendar and contact sync	Not needed
ActiveSync	Microsoft's mobile sync protocol	—

Turning SMTP off makes a receive-only address. That is the right setting for something like noreply@ or a shared inbox that should never send, and it means a stolen password cannot be used to send spam from your domain.

Leave ActiveSync off unless something specifically requires it. IMAP with the CalDAV/CardDAV pair covers the same ground on every modern client.

Change a password

Use the key icon on the mailbox's row. The mailbox is not otherwise disturbed, but every mail app signed in as that address will stop syncing until the new password is entered.

Changing a password is the first thing to do if a mailbox is sending spam — see Fix "550 5.7.1 [ESA] Sender Blocked".

Delete a mailbox

The trash icon removes the mailbox and its mail.

Deleting a mailbox deletes everything in it. If there is any chance the contents are wanted, copy them out first — connect the mailbox in a desktop client and drag the folders to a local folder, or run an Email Migrator job in reverse from the other provider's side.

If someone has simply left, an alias pointing their old address at a colleague is usually better than deletion: mail keeps arriving somewhere, and the address is not free for a stranger to claim later.