Shared access: shared and delegated mailboxes

Some mailboxes may be accessed by multiple people at the same time. It's possible if the mailbox is:

• Delegated, meaning an employee's mailbox can be accessed by their colleagues, such as when that employee is on vacation.
• Shared, meaning this mailbox has no specific owner and is used by multiple employees, for example, from one department.

Please note:

1. You can currently obtain access to other mailboxes only via an email client using the IMAP and SMTP protocols.

2. Access to shared and delegated mailboxes is currently only managed via the API.

Limits

Roles and access rights

Email sending modes

You can send emails from someone else's mailbox in two modes:

• "Send on behalf" — The email header indicates that it's sent by another employee on behalf of the owner of the delegated mailbox (or on behalf of a shared mailbox). That is, the recipient sees the actual sender of the email. For example, if a John Smith sends an email on behalf of his manager, Jane Doe, the recipient will see something like: "John Smith on behalf of Jane Doe".

• "Send as" — For the recipient, the email appears as if sent by the mailbox owner. That is, when sending from either a delegated or shared mailbox, the recipient doesn't see the actual sender. For example, if a John Smith sends an email from the mailbox of his manager, Jane Doe, the recipient will only see Jane Doe in the name.

Employee roles

An employee who has been granted access to their colleague's mailbox may have the following actions available:

Limited sending of emails via SMTP (shared_mailbox_half_sender role)

A user with this role can only send emails via the SMTP protocol in "Send on behalf" mode.

Sending emails via SMTP (shared_mailbox_sender role)

A user with this role can send emails via the SMTP protocol both in "Send as" and in "Send on behalf" modes.

Mailbox management in the IMAP client (shared_mailbox_imap_admin role)

A user with this role has full access to managing the contents of the mailbox via the IMAP protocol: they can read, label, and delete emails, as well as manage folders. The role doesn't grant the right to send emails.

Mailbox ownership (shared_mailbox_owner role)

The role grants full mailbox access rights, similar to those of the owner:

• Mailbox management in the IMAP client — reading, labeling, and deleting emails, as well as managing folders.
• Sending emails via SMTP — both in "Send as" and "Send on behalf" modes.

One employee may be assigned multiple roles.

Notifications

When an employee gains access to another mailbox, Yandex 360 for Business sends two notifications: one to the employee to whom you're granting access, and one to the address of the respective mailbox.

When setting up an employee's mailbox access via the API, you can specify who should receive notification emails about changes in permissions. In the API request, this is controlled by the notify parameter, which can accept the following values:

• all — The email will be sent to the employee to whom you're granting access, as well as to the respective mailbox (default value).
• delegates — The email will only be sent to the employee to whom you're granting access.
• none — The email won't be sent to anyone.

How to grant access

To learn more about granting access, see the Shared mailboxes and Delegated mailboxes sections.

How to help an employee set up an email client

Employees can only access other mailboxes via the following email clients: Microsoft Outlook, Mozilla Thunderbird, or macOS Mail. To learn how to set these programs up, see the user guide.