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Managing Mailboxes

Mailofly allows organization admins to manage employee email inboxes from the central console at app.mailofly.com/user/mailboxes.

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Prerequisites

Before provisioning a business mailbox, make sure you have:
  1. At least one verified sending domain added to your organization. See Adding and Verifying a Domain.
  2. Business Mailboxes Enabled on your domain settings (enabled by default when adding a domain).
  3. Admin or Owner role in your Mailofly workspace.

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Provisioning a New Mailbox

To create a business email account for a team member or department:
1

Open the Mailboxes Console

Navigate to Mailboxes in the left sidebar of your dashboard or go directly to /user/mailboxes.
2

Click 'Create Mailbox'

Click the Create Mailbox button in the top-right corner.
3

Select Your Verified Domain

Choose the domain under which this email address will live (e.g. yourcompany.com).
4

Set Username & Display Name

  • Email Handle / Local-part: Enter the username prefix (e.g. alex, support, billing). Only letters, numbers, dots, hyphens, and underscores are allowed.
  • Display Name: Enter the friendly recipient name (e.g. Alex Rivera or Acme Support Team). This name will appear in the From header when sending emails.
5

Generate a Secure Password

Enter a password with at least 8 characters, or click Generate Strong to automatically generate a cryptographically random password. Copy the password to share securely with the employee.
6

Choose Storage Quota

Select an allocated storage quota limit:
  • 5 GB (Standard): Recommended for most team members and everyday communication.
  • 10 GB (Pro): Suitable for power users handling frequent attachments.
  • 25 GB (Power): High-capacity storage for sales or customer support pipelines.
  • 50 GB (Enterprise): Extended archiving for executive and compliance accounts.
7

Save and Deploy

Click Create Mailbox. The mailbox is immediately registered in PostgreSQL and provisioned on the high-performance Stalwart mail server.

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Updating Mailbox Settings

You can modify an existing mailbox at any time without downtime or service disruption:
  1. Locate the mailbox in the Mailboxes table.
  2. Click the three-dots action menu (...) on the right and select Edit Mailbox.
  3. You can modify:
    • Display Name: Change how the sender’s name appears on outbound mail.
    • Storage Quota: Increase or decrease disk space allocation on the fly.
    • Active Status: Toggle the Active switch to temporarily suspend access for an employee on leave without deleting historical emails or losing messages.

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Resetting Employee Passwords

If an employee forgets their password or you need to revoke access immediately:
  1. Click the action menu (...) next to the mailbox and select Reset Password.
  2. Enter a new password or click Generate Strong.
  3. Click Update Password.
[!NOTE] Password updates take effect immediately across both the database and the Stalwart mail server. Existing sessions in third-party clients (Apple Mail, Outlook) will be prompted to re-enter the new password on their next connection attempt.

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Email Aliases

Email aliases allow a single mailbox to receive mail sent to multiple addresses. For example:
  • alex@yourcompany.com (Primary Mailbox)
    • Receives mail sent to billing@yourcompany.com
    • Receives mail sent to invoices@yourcompany.com
Aliases can be configured directly under your mailbox settings or via the Mailofly API. Incoming messages addressed to any configured alias are deposited into the primary user’s inbox without counting as a separate mailbox seat.

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Storage Quota & Capacity Monitoring

Each mailbox row in your dashboard displays a live storage progress bar indicating:
  • Storage Used: Actual disk space consumed by stored messages and attachments.
  • Storage Quota: Configured disk allocation limit (e.g. 5 GB).

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What Happens When a Mailbox Reaches 100% Quota?

If a mailbox exceeds its allocated disk quota:
  1. Incoming messages will temporarily receive a soft bounce (452 4.2.2 Mailbox full).
  2. Senders are notified that delivery is deferred due to a full mailbox.
  3. The mailbox user or admin can simply delete old emails/large attachments, or an admin can increase the storage quota with one click in the dashboard to immediately resume mail reception.

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Deleting a Mailbox

When offboarding a team member or retiring an address:
  1. Click the action menu (...) on the target mailbox and select Delete Mailbox.
  2. Review the confirmation dialog.
  3. Confirm deletion.
[!WARNING] Deleting a mailbox permanently removes the user account, associated aliases, and all stored messages and attachments from the mail server. This action cannot be undone. Always export or backup important messages before deleting an active mailbox.