Shared Mailboxes, Aliases & Distribution Lists

EUnifyer gives you three ways to route email to the right people — aliases, shared mailboxes, and distribution lists. All are managed from Admin → Mail.

You’ll need admin access to your organisation.

At a Glance

Aliases

An alias maps one address to another. Mail sent to the alias arrives in the target user’s personal inbox — no separate mailbox is created. The user can also send as the alias address.

Best for: personal alternate addresses, role addresses that one person handles.

Create an alias

1. Go to Admin → Mail → Users
2. Click on the user who should receive the mail
3. Under Aliases, click Add Alias
4. Enter the full email address (e.g. admin@yourcompany.com)
5. Click Save

The user will now receive mail at both their personal address and the alias.

Shared Mailboxes

A shared mailbox is a full inbox that multiple team members can read and reply from. It has its own address and its own message history — separate from anyone’s personal inbox.

Best for: support queues, team inboxes where you need shared history and accountability.

Create a shared mailbox

1. Go to Admin → Mail → Shared Mailboxes
2. Click Create Shared Mailbox
3. Fill in:
   • Email address — e.g. support@yourcompany.com
   • Display name — e.g. “Customer Support”
   • Type — select Shared
4. Click Create

Add members

1. Open the shared mailbox you just created
2. Click Manage Members
3. Click Add Member and select a user
4. Choose a role:
   • Owner — full control, can manage members
   • Member — can read and reply
   • Viewer — read-only access
5. Toggle Can send as if the member should be able to send from the shared address
6. Click Add

Repeat for each team member who needs access.

Auto-reply

You can set an automatic reply on any shared mailbox (e.g. “Thanks for contacting support, we’ll get back to you within 24 hours”).

1. Edit the shared mailbox
2. Enable Auto-reply
3. Set the subject and message body
4. Click Save

Distribution Lists

A distribution list forwards incoming mail to every member’s personal inbox. There is no shared inbox — each person gets their own copy.

Best for: announcements, group addresses where everyone should get a copy (e.g. info@, team@, billing@).

Create a distribution list

1. Go to Admin → Mail → Shared Mailboxes
2. Click Create Shared Mailbox
3. Fill in:
   • Email address — e.g. info@yourcompany.com
   • Display name — e.g. “General Enquiries”
   • Type — select Distribution
4. Click Create

Add recipients

1. Open the distribution list
2. Click Manage Members
3. Add each user who should receive a copy

When someone emails info@yourcompany.com, every member gets the message in their own inbox.

Which One Should I Use?

Managing Existing Mailboxes

Edit or delete

• Go to Admin → Mail → Shared Mailboxes
• Click the mailbox to edit its name, description, or auto-reply settings
• Click Delete to remove it permanently (mail already delivered to members is not affected)

Remove a member

1. Open the shared mailbox or distribution list
2. Click Manage Members
3. Click Remove next to the member

Frequently Asked Questions

Can I change a shared mailbox’s email address after creating it? No. Delete the mailbox and create a new one with the correct address.

Can someone be a member of multiple shared mailboxes? Yes — there’s no limit.

Do distribution list members see each other’s replies? No. Each member gets their own copy. Replies go back to the original sender, not to the list. If you need shared visibility, use a shared mailbox instead.

Can I add external email addresses to a distribution list? Currently, only users within your organisation can be added as members.