Shared Mailboxes: One Team Inbox for Your Whole Team

A shared mailbox is a team inbox such as support@ or sales@. Several people can open it from their own mailbox, read messages, reply, and send as the shared address. Nobody shares a password or signs in to a second account.

How it differs from alternatives

• A normal mailbox belongs to one person and has one password. A shared mailbox has several members and no shared password.
• Forwarding copies incoming mail, but replies usually come from the person's own address. A shared mailbox replies as the shared address.
• An alias delivers to one person's inbox. A shared mailbox is a separate inbox that a team works in together.

Create a shared mailbox

Go to Mailboxes, select Add mailbox, and under Create directly choose Shared. Give it a name, such as support, choose the members, and create it. A shared mailbox has no password because nobody signs in to it directly.

To turn an existing mailbox into a shared mailbox, open its menu on the Mailboxes page and select Convert to shared mailbox. This invalidates its former password. From then on, members reach it through their own accounts.

How members open it

Members use their own TrekMail sign-in. In webmail, choose the team inbox in the Shared mailboxes switcher. The banner shows which mailbox is open. Replies and new messages use the shared address; switch back to return to the personal inbox. Each person's own password and two-factor authentication continue to protect access.

You can give a shared mailbox a personal label in the switcher. It affects only your own view, not the mailbox name or other members' views.

Replying as a client address

If a client's mail is forwarded into the shared mailbox, a member with Can reply can add the approved client address under Settings → Sending addresses and select it in From. The client's domain must first be in your account and marked as keeping incoming mail with its current provider. See Send From a Domain You Do Not Host.

At the top of Settings → Sending addresses, choose whether replies start from the address a message was delivered to or always from the mailbox's default address. This is a shared-mailbox setting, so the team follows the same rule.

Use a desktop or mobile mail app

Shared mailboxes are also available in Outlook, Apple Mail, Thunderbird, the Gmail app, and other IMAP clients. Connect the member's regular mailbox once with that mailbox's own address and password. The shared inbox then appears under Shared/<shared-address>/INBOX.

Do not add the shared address as a second account or try to sign in with it. Members with Can reply can choose the shared address in From while still authenticating as themselves. Read-only members can open the folder but cannot change its messages or send as the shared address. Removing a member removes both webmail and mail-app access. See Use a Shared Mailbox in Outlook and Mail Apps for setup and troubleshooting.

The unified inbox

When you belong to at least one shared mailbox, Unified appears at the top of the switcher. It combines your own inbox and every shared mailbox you can read in date order. Each row identifies its source mailbox. Replies and forwards use the source mailbox's address.

Unified inbox supports text search across included mailboxes. For multi-message bulk actions, open the individual mailbox first.

Manage access

Open the shared mailbox's Manage screen, then Access. It lists everyone with access and lets you add other mailboxes in the account.

• Members can always read. They normally also reply; change a person to read-only if they should follow the mailbox without sending.
• Removing a person takes effect immediately.
• A shared mailbox needs at least one member. Add another member before removing the last one, or delete the mailbox if the team is done with it.
• If a mailbox has no members because a member mailbox was deleted, the Mailboxes page shows a No members badge so you can restore access.

No shared password, by design

A shared mailbox cannot sign in directly through webmail, IMAP, or SMTP. There is no shared credential to leak, rotate, or remember when someone leaves. Delegated mail-app access uses each member's own sign-in. To off-board someone, remove them on the Access tab.

If you later need a personal mailbox instead, the Access tab offers Convert to a regular mailbox. It removes the members and lets you set a fresh password for direct sign-in.

Plans and limits

• Shared mailboxes are included on Starter and above: 5 per domain on Starter, 15 on Pro, and 30 on Agency.
• A shared mailbox also counts toward the domain's regular mailbox limit and storage pool.
• Members can have regular mailboxes on any domain in the same account.

API and MCP

You can manage shared mailboxes through the public API and MCP: create one, convert an existing mailbox, list or change members, and retrieve a member's mail-client setup. Use the member's mailbox identifier to request client setup; no interface returns a mailbox password. See the API overview for authentication and request guidance.