Case 4. Communicate Customers via ONE Mailbox for A Department?

Many companies hope to Communicate customers via ONE mailbox for whole company or a department. Take sales department as an example, it will be very good that all salesmen could tell customers all their mailboxes are "". Look below picture, your customers send mails to you via "" with different names, and then AA Mail Server will auto distribute each mail to the correct recipients according to its specified name.

Under this mode, all external outgoing mails of local staff will be sent via their manager mailbox. All external incoming mails to manager mailbox will be auto distributed to name specifed staff. The manager mailbox will auto keep copies for all external incoming and outgoing mails of its staff. You can aslo setup a checkup manager to checkup outgoing mails before beging sent out. Learn more: Sharing one mailbox for department.

Step 1. On your mail server, you need to do:
  1. Install AA Mail Server ready on your server. Refer: Install AA Mail Server.
  2. Create a domain with "Share mail server" mode. Refer: Create domains.
  3. Create accounts for your staff. Refer: Create accounts.
    1) Create an account with account type = "Special manager", e.g. "".
    2) Create local accounts with account type="Special local staff" and sepcify its manager.
  4. Open 25/110/80 TCP ports in your firewall. Refer: Configure firewall.
  5. If behind a router, goto router's panel to create 25/110/80 ports forwarding. Refer: Configure router.
Now your server is ready for LAN mail service (not available for Internet email communication yet). You could verify it with telnet DOS commands manualy on the server:

[1] "telnet 25": verify if AA Mail Server run ready.
[2] "telnet 25": verify if mail service is ready for LAN; if not, check firewall settings.
[3] "telnet 25": verify if mail service is ready for Internet; if not, check port forwarding settings.

Step 2. On domain control panel, you need to do:
  1. Login your ISP domain control panel (where you applied your domain).
  2. Create a "A" record with name of "" and with value of your Internet IP address.
  3. Create a "MX" record with value of "", which you just created.
Different ISPs have different domain control panels and mostly them varies significantly. If you are not familiar with this, you can ask your ISP for help, or mail us your domain name, server' Internet IP address, login account/password so that we can configure MX for you.

After domain MX configure ready, your mail server is ready for Internet mail service. Now you could click "Diagnose" toolbar button to run diagnosise wizard for your server in AA Mail Server. Your SMTP server and POP3 server are "" (or you can use server's IP address directly). Webmail address will be as default.

Tel: +86-731-85537391

Mon - Fri, 9.00-18.00 (GMT+8.00)


Submit Your Questions Online

Pop Links

Quick Setup

Cost-saving Mail Mapping

Sharing One Mailbox

Effective Anti-spam Solution

Employee Email Monitoring

UTF-8 Webmail Server

Screen Shots

What's New


Sharing One Mailbox for Department

Create Unified External Mailbox

Specific Features of Share Mail Server

Share Mail Server’s Operating Principle

What Is Share Mail Server

Try Windows Mail Server Software - AA Mail to Build Your Own Internet Mail Server Now!