Create and manage users and mailboxes

In Admin, the Users tab lists every mailbox with its aliases, size limit, files in Drive and status. You need a verified domain first. If there is none, the dialog says Add a domain first, on the Domains tab.

What counts as what

• Mailbox: a person's own mailbox and password. It counts toward your plan.
• Shared mailbox: one real mailbox several people sign in to, such as support@. It counts as a mailbox. If you only need an address that forwards to people, use a group instead.
• Alias: an extra address for one person, such as sales@ arriving in Grace's inbox. Free, and it does not count.
• Group / forwarder: an address that delivers to several people. It does not count.

A banner shows how many mailboxes you use out of your plan's limit.

Create a user

1. Choose Create user.
2. Enter the Address (the part before the @, then the Domain), First name and Last name.
3. Choose the Password: generate a strong one, or set your own (12 to 256 characters). A generated password is shown once, so copy it and share it safely.
4. Optionally set Size limit in MB. It comes out of your storage pool, so a larger limit leaves less for other new mailboxes. Leave it empty for the default.
5. Optionally tick Administrator to let them open Admin. Give it only to people you trust with everyone's accounts. You can remove it later.
6. Optionally tick This is me to link the mailbox to your own PGBHub account, or Shared mailbox.
7. Choose Create user.

Manage a user

Choose Manage on a row. You can:

• Edit First name, Last name, Size limit in MB and Aliases (comma-separated, like sales, info), then Save changes. Removing an alias stops mail to that address arriving in this inbox. For aliases on a whole domain see MX, SPF, DKIM and DMARC.
• Make admin or Remove admin.
• Pause sending: the mailbox keeps receiving but cannot send. Use it if you suspect spam is going out. Resume sending reverses it.
• Reset password: sets a new one and signs the mailbox out everywhere, including mail apps. Everyone signed in is signed out.
• Sign out of all devices.
• Suspend: the person cannot sign in, but mail keeps arriving. Add an optional Reason. A suspended mailbox shows Restore, which gives it a new password.
• Delete mailbox: deletes it and all its mail and aliases permanently. You must type the address to confirm.

Good to know

• Each mailbox's size limit is the most it can hold, not what it uses now.
• Suspending is reversible. Deleting is not.

Tips

• Suspend first when someone leaves. Delete only when you are sure nothing is needed.
• Use groups for team addresses so they do not use up mailboxes.