I'm managing an MS365 tenant where we've set up a shared mailbox for our President, John Doe (email: [email protected]). The marketing team is already using this account to send out emails through HubSpot, which is all set up correctly with the necessary DNS configurations. Now, the sales team wants to also use that same email address for sending out emails via Outlook for their own purposes. Generally, I'd say it's better to create a different shared mailbox for the sales team, but we're running low on good alias names since others are already in use. So my question is, should I let both teams send emails from the same address? What are the potential issues I should be aware of? I've ensured that both teams have properly configured SPF, DKIM, and DMARC settings, and replies to marketing emails are handled by our customer service team, which the sales team would do as well.
3 Answers
I don’t see a huge issue allowing both teams to use one address, but just keep both teams in the loop so they know that’s how it’s set up. However, I tend to agree that bulk messaging should really come from dedicated addresses to avoid recipients getting annoyed and potentially marking it as spam.
If you let both teams use the same shared mailbox, just be clear about the naming conventions; it can get messy quick! Having distinct shared mailboxes for different teams can help avoid confusion and keep things organized.
Can you explain a bit more? I want to make sure I get it right!
In my opinion, bulk emails should come from unique subdomains, like [email protected] or [email protected]. This not only helps with reputation management but also simplifies troubleshooting issues later on. It's generally a good idea to keep mailboxes distinct based on their purpose, especially since you mentioned the teams have different use cases.
Yeah, that makes sense! I'm looking into subdomains as we speak. I just want to maintain smooth communication without putting all the weight on one email address.
So you’re saying it can cause problems if they have to share the same address?