Shared mailbox and shared inbox setup in Adelaide
Set up shared business addresses so enquiries do not live in one person's inbox or disappear when staff change.
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Part of: Email security
The short answer
A shared mailbox gives addresses like sales@ or accounts@ their own inbox that staff open through their own login, so nobody shares a password and enquiries stay with the business when people leave. In Adelaide, WaTo Consulting sets these up in Microsoft 365 or Google Workspace, moves existing mail across and agrees how the team marks messages as dealt with.
What does shared mailbox setup involve?
A shared mailbox has its own address, such as accounts@ or sales@, but no separate login. Staff who need it get access through their own account, so it shows up in their Outlook or on their phone and replies go out from the shared address. We set up who can read and send, how messages are marked as dealt with and what happens to older mail sitting in someone's personal inbox.
What WaTo can help with
Shared addresses
Create and configure addresses such as sales, accounts, info and support.
Right access
Give the right people access without sharing passwords.
Clear ownership
Set practical rules for who sees, replies to and follows up each message.
Device setup
Make shared mail work properly in Outlook, phones and browser access.
Who it is for
- A business where info@ forwards to the owner's own mailbox and enquiries get missed while they are on leave.
- An accounts team of two or three people who need to see which supplier emails have already been answered.
- Offices where staff share one email password so everyone can read the sales inbox.
- Teams still receiving customer emails at a former employee's address.
How it works
- We list the addresses and who uses them. We map which general addresses exist, which are forwards or aliases and which people need to read or reply from each one.
- We create the shared mailboxes. Each address is set up in Microsoft 365 or Google Workspace, and existing mail and contacts are moved across from wherever they live now.
- We grant access and sending rights. Staff get permission through their own accounts, sent items are kept in the shared mailbox and the team agrees on folders or categories for tracking replies.
- We connect every device and show the team. We check the mailbox appears in Outlook, on phones and in the browser, then walk staff through claiming and closing off a message.
Why WaTo for shared mailbox setup
- Shared mailboxes we set up have no password of their own, so nobody needs to share one.
- We sort out sent items and signatures so customers get a consistent reply from the business address.
- When someone leaves, removing their access is a simple change and the mailbox history stays with the business.
- It ties in with your wider email security, including spam filtering and sign-in protection.
Shared mailbox questions
Does a shared mailbox need its own licence?
In Microsoft 365, a standard shared mailbox usually does not need a licence unless it grows past the size limit or needs archiving. Google Workspace handles shared addresses differently, often through groups or delegation. We check your plan and pick the setup that avoids paying for a licence you do not need.
How do we stop two people replying to the same email?
Agree a simple rule and use what the mailbox already offers, such as categories, flags or a done folder. Busier teams may suit a Google collaborative inbox or a helpdesk tool that assigns each message to one person. We set up whichever fits your volume and show the team how to use it.
What happens to emails already in someone's personal inbox?
We can move them into the shared mailbox so the history sits in one place. If a personal address has been used for enquiries, we can redirect it to the shared mailbox so customer emails keep arriving after that person moves on.
Guides on this topic
Ready to get your shared inboxes sorted?
Tell us which shared addresses you use, like sales or accounts, and who needs to work from them. We will set them up so nothing gets missed or answered twice.
Mon to Fri, 8:30am to 5pm
