Users, mailboxes and aliases

What counts toward your plan

Before you create anyone, know the vocabulary on the Users tab:

• Mailbox: one person, one 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.
• Alias: an extra address for one person (sales@ going to Grace). Free.
• Group / forwarder: an address that delivers to several people. Free.

If you only need an address that reaches a team, use a group. See Work a shared inbox.

Do it: create a user

1. Open Users and choose Create user. You need a verified domain first.
2. Enter the Address, Domain, First name and Last name.
3. Leave the password on generate, or set your own of 12 characters or more. A generated password is shown once: copy it and share it safely.
4. Leave Size limit in MB empty for the default. A larger limit takes more from the shared pool.
5. Tick Administrator only for people you trust with everyone's accounts.
6. Choose Create user.

Do it: manage a user

Choose Manage on a row.

• Change names, size limit and Aliases (comma-separated), then Save changes.
• Pause sending stops outgoing mail while still receiving. Use it if you suspect spam.
• Reset password signs the mailbox out everywhere.
• Suspend blocks sign-in while mail keeps arriving. Restore gives a new password.
• Delete mailbox removes it with all its mail, after you type the address. It cannot be undone.

Leavers

When someone leaves: suspend first, move anything important (shared files, mail they owned), then delete only when you are sure. Also check Approvals and any API keys that used their mailbox.

More detail: Create and manage users and mailboxes.

Recap

• Know what counts as a mailbox.
• Generated passwords are shown once.
• Suspend is reversible; delete is not.