# Shared Mailbox Management | SmartMail > Manage shared mailboxes such as info@ and muhasebe@ as a team: who reads, who replies and who sends is defined separately; the password is not shared. Source page: https://dblinx.net/en/smartmail/paylasimli-kutu --- Shared mailboxes # Shared mailbox management Manage shared mailboxes such as info@ and muhasebe@ as a team; the mailbox password is not shared. [Buy ](https://app.dblinx.net/satin-al?urun=smartmail)[Try the demo](https://mail.dblinx.net/demo/) Administration · Assignment board Single identity ## Sign in to the shared mailbox without knowing the password The employee signs in with their own DBLinx account; the system generates the mailbox password and stores it encrypted. - A user sees only the mailboxes opened to them - Password distribution and resetting are eliminated - Access is granted and removed from a single screen Nine permissions ## Who can do what, box by box The same person writes a reply in one box and only reads in the other. - All permissions in a single matrix - Deletion and quarantine off in new assignment - Visible without a report Administration · Permissions Department ## Mailbox is assigned to a person or a department When a person is removed from the department, any access they gained through that route is automatically revoked. - Departments are defined once in DBLinx - An unassigned mailbox appears as a warning - Users without a mailbox are also highlighted Administration · Departments Single list ## All mailboxes in a single list In the all mailboxes view, each row shows which mailbox the email arrived in. - The same correspondence is grouped into a conversation - The list is divided into headings by day - Search scans all folders at once smartmail.com.tr/demo Team ## The question “Who looked at this email?” disappears Who read, tagged, left a note: in the activity history next to the email. - Internal note not sent to the recipient - Drawing attention without forwarding the email - A note is linked to an email, person or organization [Team collaboration ](ekip-calismasi.html) smartmail.com.tr/demo ## Mailbox lifecycle ### New mailbox The part before @ and the mailbox name are enough; the domain comes from the plan and the system generates the password. ### Deactivation Temporary and reversible; synchronization stops, data is preserved. ### Central signature The administrator sets the signature for each mailbox, so the organization's language is kept consistent. ### Distribution lists Frequently used recipient groups are defined once company-wide. ### Storage Usage is tracked per mailbox; what is taking up space is visible. [ ### Domain The domain with which the mailbox is opened is selected when the mailbox is opened. ](alan-adi-dns.html) How to do it ## Step by step ### Assigning the mailbox to people and departments - Open Assignments from the menu on the left. Mailboxes are listed on the left, departments and users on the right; next to the mailboxes it shows how many people have access. - Hold the mailbox you want to assign from the left column. - Assign the mailbox to a department: everyone in the department at that time gains access. To give it to only one person, assign the mailbox to that person's card. - To set what the person can do in this mailbox, click Permissions on their card. [The entire document ](/en/smartmail/belgeler/yonetici/posta-kutusu-atama) ### Assigning an owner and status to the mail (work tracking) - Open the incoming email. Owner and status buttons appear below the subject. - Select a person from the owner list or select Assign to Me. Only people who can see this box are in the list. - Mark the status as Open, Pending, or Resolved; if you click the selected status again, the status is removed. If someone else is currently replying to the same email, it will appear on this line. [The entire document ](/en/smartmail/belgeler/kullanici/is-takibi) Guides ## Read the subject in depth [ ### How is the info@ address managed? The info@ address is managed as a shared mailbox that is the responsibility of the team, not a single person ](/en/smartmail/rehberler/info-adresi-nasil-yonetilir)[ ### How is work divided in a shared email mailbox? Work division in a shared email mailbox is done by handing the email over to the relevant person without forwarding it outside the mailbox ](/en/smartmail/rehberler/ortak-kutuda-is-bolumu) ## FAQs Do employees have to know the shared mailbox password? Employees sign in to the shared mailbox with their own DBLinx credentials; they do not need to know the mailbox password. The system generates the password and stores it encrypted. Access is granted and removed from a single screen. Can read-only permission be given to a person? Yes. For each person, nine permissions are enabled or disabled separately in each mailbox: viewing, writing and sending, deleting, labelling, quarantine, AI re-interpretation, AI chat, adding notes, flagging. Delete and quarantine permissions come disabled on new assignment. What happens when an employee leaves? Access is removed from a single screen; if the mailbox is assigned to a department, it is enough for the person to leave the department and access is revoked automatically. Scheduled emails they set up do not go out on behalf of the organization because access is re-checked at send time; they remain in the list with the reason. [All questions ](sss.html) Continue ## Other sides of SmartMail [ ### Security SPF, DKIM, DMARC and quarantine ](guvenlik.html)[ ### Send control Approval for mail sent on behalf of the organization ](gonderim-denetimi.html)[ ### AI Summary, attachment analysis, classification ](yapay-zeka.html)[ ### Team collaboration Internal note, mention, conversation thread ](ekip-calismasi.html)[ ### Administration Mailboxes, nine permissions, audit log ](yonetim.html)[ ### Documents Every task step by step, with screenshots. ](/en/smartmail/belgeler/) ## Let's plan SmartMail for your organization Select the number of mailboxes and start now. Migration and analysis of your old emails are free during the initial setup. [Buy ](https://app.dblinx.net/satin-al?urun=smartmail)[Try the demo](https://mail.dblinx.net/demo/) - Nine permissions per mailbox - Reasoned analysis in every email - Same rules on web and mobile