I'm curious about how various organizations manage email accounts associated with specific roles. In my workplace, we have a system where certain roles, like directors or specific functions, are tied to email accounts, and the individuals in those roles may change over time. I'd love to hear how others handle this, especially regarding shared mailboxes or any other systems that might be useful.
6 Answers
Some teams still use shared mailboxes, but I've seen cases where a ticketing system might serve better, especially for roles like HR or Facilities. It allows for triaging issues more effectively instead of just responding to emails. It really depends on the needs of the team.
I think the best approach is using shared mailboxes in the MS Admin Center. This way, several people can access it without it being tied to a single user. The functionality of having it linked to various roles makes transition smoother when different people take over the responsibilities.
We use shared mailboxes for roles like that. If a person moves out of a role, we simply reassign access to the new person. It keeps things organized and ensures that the mailbox is always tied to the role rather than the individual.
For role emails, aliases could work too, but it gets complicated with managing them in systems like M365. It's tough to send from an alias and keep track when you mix personal and role-related emails. Not the easiest route to go down!
Absolutely, that can lead to a messy inbox for the new person in charge if they inherit an alias tied to an old account.
Google Workspace offers a good alternative too! Using Google Groups allows you to make role-based emails where users can post as the group. It’s pretty straightforward to add or remove members as roles change.
Exactly! Plus, it simplifies communication since everyone can respond as the role rather than their personal emails.
In a 365 environment, we generally opt for shared mailboxes. They let you manage reply settings easily, and you can ensure that responses go back to the shared mailbox rather than personal accounts. The new tools like 365 groups can also help with added features, which is a plus!
That makes sense! It’s pretty handy to have everything connected to the role rather than having to manage individual accounts all the time.