Managing Mailboxes
Assign officers, rotate passwords, and maintain hosted mailboxes after ICTA allocation.
Open any mailbox from Overview → Mailboxes to manage it. ICT administrators (Authorizing Officer or ICT administrator role) see the full detail page; officers only see mailboxes assigned to them.
Mailbox detail
The detail page shows:
- Address, type, and status (active or suspended)
- Combined storage used vs quota (maildir plus attributed file storage), with the largest stored files
- Linked officers: the primary owner plus any delegates who can open this mailbox in webmail
- Connection settings for IMAP, SMTP, and POP3, plus webmail login
- Mailbox password and per-client app passwords
Assign officers
- On the mailbox detail page, open Linked officers.
- Click Add delegate and pick an existing workspace member.
The primary owner is the officer the mailbox was created for; everyone added here gets delegate access. To bring in someone not yet in the workspace, invite them from Settings first (or use the invite-by-email field when creating the mailbox).
Officers with an assignment see the mailbox under My Mailboxes and can sign in to webmail.
When an ICT administrator opens an officer's mailbox they are not assigned to, the access is audit-logged as opened as. Officers are limited to assigned mailboxes only.
App passwords and mail clients
- New app password mints a credential for one mail client. Shown once; store it in a password manager.
- Mailbox password sets or resets the officer's main sign-in password for webmail and mail clients.
- Connection settings shows the IMAP, SMTP, and POP3 hosts and ports for copy-paste into Outlook or Apple Mail.
See IMAP & POP mailboxes.
Autologin link
The officer a mailbox belongs to can generate a short-lived autologin link (from Get sign-in link) that opens the mailbox in webmail on another device without typing a password. Only a user assigned to the mailbox can mint one: an admin who is not assigned is refused. Treat links as sensitive: they expire after about 15 minutes.
Suspend and delete
| Action | Effect |
|---|---|
| Suspend | Mailbox stops sending and receiving until reactivated; stored mail is kept |
| Delete | Permanently removes the mailbox and its stored mail, along with its assignments and credentials |
Suspending is reversible. Deletion is permanent and requires typing DELETE to confirm.
Allocation requests
Pending and past ICTA requests open from Mailboxes → the banner or /mailboxes/allocation-requests/{id}. Reply to more info checklists, upload documents, and track per-domain decisions.
Bulk operations
From the mailboxes list, Bulk upload accepts a CSV of local parts for one domain. Successful rows return addresses and one-time passwords for export.
Next steps
- Storage: request more disk from ICTA or grant quota to a mailbox
- Group addresses: one address fanning out to several mailboxes
- Webmail: what officers see after assignment