Search, Sort, and Filter Your Mailbox List

As your team grows, finding the right mailbox quickly becomes important. The Mailboxes page offers powerful tools to manage hundreds of accounts.

Who this is for

• Admins managing 10+ mailboxes.
• Resellers or Agencies handling multiple domains.

Searching

Use the search bar at the top of the Mailboxes list.

• Search scope: For mailboxes, search matches the address, local part, domain, and any internal note. For pending invites, it matches the recipient address and selected domain.
• Apply the search: Type the term and press Enter. Use the clear button to return to the current unfiltered view.

Filtering by Type

The Mailboxes list shows both active mailboxes and pending setup invites together. Use the tabs at the top to filter:

• All: Mailboxes and pending invites together.
• Mailboxes: Active email accounts only.
• Shared: Shared team mailboxes only.
• Invites: Pending setup invites only.

Pending Invites in the List

Pending invites appear with a distinctive amber "Setup pending" badge. Instead of showing a mailbox address, they display the recipient email where the invite was sent.

Available actions on pending invites:

• Resend: Send the setup email again with a fresh link.
• Edit recipient: Change the destination email address.
• Cancel: Revoke the invite so the link no longer works.
• Copy link: Copy the setup URL to share manually.

Once a recipient completes their setup, the pending invite is replaced by the active mailbox.

Mailbox Actions

Each active mailbox has a Manage button and, when you have permission, a More menu.

• Manage opens the mailbox settings. Common tabs are Aliases, Forwarding, Filters, and Auto-Reply. Regular mailboxes also have Security, Limits, and Sieve; eligible active mailboxes can show Apps. A shared mailbox starts with Access instead of login-related settings.
• More can include changing the password, editing storage, resetting a recovery code, changing sign-in access, converting the mailbox type, and deleting the mailbox. The available choices depend on the mailbox type, its state, your plan, and your permissions.
• Delete mailbox permanently removes the mailbox and its stored mail after confirmation.

Adding Notes

You can add a short note (up to 120 characters) to any mailbox to store internal details like "CEO's iPhone", "Do not delete", or "Marketing Team".

• Desktop: Click the Notes cell or "Add note" placeholder to type. Press Enter to save.
• Mobile: Tap the Note button on the mailbox card to open the editor.

Sorting

Click the Sort by dropdown to organize your list:

• Domain: Group mailboxes by their usage domain.
• Email: Alphabetical order.
• Storage (High to Low): Find who is using the most space.
• Storage (Low to High): Find empty or unused mailboxes.
• Aliases (Most to Least / Least to Most): Find mailboxes with many, or no, extra addresses.

Use Group to switch between a domain-grouped view and one flat list. The page remembers the selected sort.

Bulk Actions

Need to forward everyone to a backup address? Or resend multiple invites at once?

1. Select the checkbox in the header row to select all visible items.
2. Or select individual mailboxes/invites.
3. A Bulk Actions menu appears.

For mailboxes:

• Set forwarding...: Apply a forwarding rule to all selected users.
• Disable forwarding: Turn off forwarding for everyone.
• Clear forwarding: Remove the saved forwarding destinations.
• Set Drive access or Set sign-in access: Available when your role and plan allow them.
• Delete mailboxes: Permanently remove the selected accounts.

For pending invites:

• Resend invites: Send fresh setup emails to all selected invites.
• Cancel invites: Revoke all selected invites.

Note: Sorting and bulk actions apply to the current filtered view (All, Mailboxes, or Invites).

Common mistakes

• Symptom: "I can't find a mailbox but I know it exists."
  • Cause: You might have a filter active or be on the wrong page.
  • Fix: Clear the search bar and check pagination controls at the bottom.

Exporting Data

Need a CSV of your mailboxes? You can export your mailbox list at any time. See Exporting Data for details.