Send as a Shared Address Without Reading It

One public address, such as contacto@example.com, makes your business easy to reach. Several people can send quotes, updates, or answers from that address, each with their own signature. Customers see your team name and reply to the team address, so the conversation stays with the business even when a different person takes over.

Send-only access lets you separate writing from looking after the inbox. For example, your salespeople send quotes while two office colleagues handle incoming replies. Each salesperson works from their own mailbox and sees their own sent messages. Nobody needs the team inbox password, and salespeople do not gain access to its other customer conversations.

What Read and Send as mean

At least one person must keep Read so customer replies have someone to look after them. To take away both permissions, use Remove.

Before you give access

You need an existing shared mailbox and an active personal mailbox for each person. All must belong to the same account; their addresses can be on different domains in that account. If you have not created the team inbox yet, start with Shared mailboxes.

Choose who will check replies and delivery-failure reports, including when someone is away. Send-only members cannot read those reports in the team inbox, and they do not receive a separate notice about them. Agree how the readers will pass a customer's answer to the colleague who needs it. This permission does not forward the inbox to every sender.

Set someone up

1. In the dashboard, open Mailboxes and choose the shared mailbox.
2. Open Access and add the person's own mailbox under Add people.
3. New people receive Read and Send as. In their row, leave Send as on and switch Read off.
4. Tell the person which team address they can use and who handles its replies.

Send from webmail

Sign in to your own mailbox and start a message. Choose the shared address in From, where it is labelled Team address. You do not get its inbox in the mailbox switcher, unified inbox, or mail-app folders. This access does not open the shared mailbox's Drive.

The name customers see is the shared mailbox's name. In Settings, open Sending addresses to edit your own signature for that address. The name and email address stay fixed. You cannot redirect replies to a different address or remove the team address here. Ask the person who manages shared access to change your permissions.

Webmail saves the copy in your own Sent folder. Customer replies go to the shared inbox, where people with Read can open them. Read receipts are not requested for this address. An enforced domain signature can replace your personal signature.

Use the team address by default

Under Sending addresses, choose Set as default on the team address. For replies, set From address for replies to Always contacto@example.com. This also applies to forwards. Check From before sending. Each person chooses these settings in their own mailbox.

People with both permissions keep using the shared inbox, its signature, and its Sent folder. They do not get a second team-address entry in their own sending addresses.

Use in a mail app

1. Create an app password for your own mailbox. Use the shared mailbox's Access tab, or your own webmail settings (Settings, App passwords). See Mail app passwords.
2. Copy the server settings shown for your mailbox. Use the displayed incoming and outgoing hosts and secure ports.
3. Sign in to the app with your own full address and that app password. Add contacto@example.com as an extra sending address on this account. Keep the same outgoing sign-in. Save sent copies in your own Sent folder.

Use a separate app password for each phone or app. You can switch it off without changing your mailbox password. Never sign in with the shared address or create a second account for it.

Outlook, Apple Mail, Thunderbird, and phone apps offer different ways to choose an extra sending address. Look for that option on your existing account. If your app cannot send with the team address while keeping your personal sign-in, use webmail. The incoming connection is IMAP and the outgoing connection is SMTP; these are the labels you may see beside the server settings. Follow Mail app setup to connect your personal mailbox first.

Webmail's signature and default-address choices do not set up your mail app. Send a test message and check its From address and your Sent folder.

If access is removed

To end someone's access, use Remove on Access. To leave them reading but stop them sending, switch Send as off while Read stays on. Their own mailbox and already saved sent copies stay available; the team address is no longer available for new messages.

If access changes while you are writing, webmail shows the team address crossed out. Sending is blocked and your message stays available. Choose Use my own address if you want to send personally, or Back to my message to keep editing.

A message blocked during the undo window returns to your Drafts. A blocked scheduled message is marked failed and stays editable. TrekMail never silently sends it from your own address instead. Mail apps can also refuse sending after access is removed.

Plans and current limits

• Available on Starter, Pro, and Agency, the plans that include shared mailboxes.
• This permission covers the shared mailbox's main address. Its aliases are not included.
• The Message API and AI agents cannot use send-only access to send as a team address yet.
• Customer replies and delivery-failure reports arrive in the shared inbox. Someone with Read needs to check them.

Check the setup together

Before using the address with customers, send a test to another mailbox you can check. Confirm the team name and address appear as the sender, your personal signature is present, and the copy is in your own sent messages. Reply to the test and ask a reader to confirm it reached the team inbox. This checks both halves of your team's workflow.

If something does not look right

• The team address is missing: ask your administrator to check your membership and sending permission, then refresh webmail. If you also have reading permission, open the shared mailbox instead.
• You cannot turn reading off: give another person permission to read first if you are the last reader. If the button is disabled, send-only access may not be available on your service yet.
• A reply starts from your personal address: check the default and reply settings above, then check the sender on this message. Having permission alone does not choose the address for you.
• Your signature is different: ask whether the team address's domain requires a company signature. Your webmail signature also needs separate setup in a mail app.
• The team address cannot send: ask the person managing the mailbox to check whether it or its domain is paused or inactive. Choosing it as your default does not lift a sending restriction.

Your usual sending limits still apply. Sending from the team address does not create an extra allowance. In webmail, the message uses your personal mailbox's allowance and your own domain's allowance. Access also depends on an active account and a plan that includes shared mailboxes.