Mailboxes¶
A mailbox is an individual email account. Each mailbox has its own email address, password, storage quota, and settings. Users log in to webmail or a mail client using their mailbox credentials.
Viewing Mailboxes¶
Go to Mailboxes in the left sidebar. The table shows every mailbox in your organization with its email address, display name, status, storage quota, creation date, and the date the user last signed in.
Creating a Mailbox¶
- Click Add Mailbox.
- Fill in the form:
| Field | Description |
|---|---|
| Domain | Select the domain for this mailbox. Only domains you have added to your account appear here. |
| Local part | The part before the @ sign (e.g. john.smith). Together with the domain this becomes the full email address. |
| Display name | The user's full name as it appears in the address book and sent messages (e.g. John Smith). |
| Quota | Storage limit in MB. Check No limit to allow unlimited storage (subject to platform caps). Leave at the default to inherit your organization's default quota. |
| Password | Initial password for the account. The user can log in with this immediately. Leave blank to create the mailbox without a password — the user will need to go through the password-reset flow before they can sign in. |
| Require password change on first login | When checked, the user is forced to choose a new password the first time they sign in. |
| Recovery email | An external email address (not a Vantage address) used for password reset and as a fallback sign-in method. |
- Click Create Mailbox.
The mailbox is available immediately. If you provisioned a domain, the Vantage mail server creates the mailbox storage automatically.
Editing a Mailbox¶
Click Edit on any mailbox row to update:
- Display name
- Quota (or toggle No limit)
- Recovery email
- Exempt from password policy — when checked, complexity, minimum age, maximum age, and history rules do not apply to this mailbox. Useful for service accounts or shared mailboxes.
The email address itself cannot be changed after creation.
Mailbox Status¶
Each mailbox can be in one of three states. Change the status using the dropdown in the mailbox row — the change takes effect immediately.
| Status | What it means |
|---|---|
| Active | Normal. The user can sign in and receive email. |
| Locked | The user cannot sign in or connect via IMAP/ActiveSync. Inbound mail is still accepted and held. Use this for temporary suspension (e.g. employee on leave). |
| Suspended | The user cannot sign in. Inbound mail is rejected. After 30 days in Suspended state, the mailbox becomes eligible for permanent deletion. |
Deletion waiting period
A mailbox must be in Suspended status for at least 30 days before it can be permanently deleted. This is a safety measure to allow accidental suspensions to be reversed. The table shows how many days remain before deletion becomes available.
Viewing a Mailbox (Impersonation)¶
Click View Mailbox to open the mailbox in webmail as that user. This opens in a new browser tab and gives you full access to the user's account for support and troubleshooting purposes. The session is independent of your own admin session.
Resetting a Password¶
- Click Reset Password on any mailbox row.
- Enter the new password (minimum length is shown — it matches your organization's password policy).
- Optionally check Require user to change password on next login to force the user to set their own password when they next sign in.
- Click Set Password.
The user's existing sessions are not immediately invalidated, but they will need the new password on their next sign-in.
App Passwords¶
Click App Passwords on a mailbox row to manage the app-specific passwords for that account. App passwords let email clients (phones, desktop apps) connect via IMAP or ActiveSync without using the user's main login password. See App Passwords in the User Guide for more detail.
Deleting a Mailbox¶
A Delete button appears on the mailbox row only when the mailbox has been in Suspended status for at least 30 days.
Deletion is permanent
Deleting a mailbox permanently removes all email data, contacts, calendar events, tasks, and sessions for that account. This cannot be undone.
- Click Delete on the eligible mailbox row.
- Confirm by clicking Permanently Delete in the confirmation dialog.