Email Groups: One Address for Your Whole Team (sales@, support@, info@)

A customer writes to sales@yourcompany.com. Three people should see it. The usual fix is a forwarding rule in one person's mailbox, which breaks the day that person is on holiday or leaves. An email group solves this properly.

What an email group is

A group is one address with no inbox of its own. When mail arrives, a copy lands in every member's inbox. Each person reads it in their own mailbox and replies from their own address. The group address stays the same no matter who joins or leaves.

• One address to put on your website, invoices and business cards
• Every member gets their own copy, in their own inbox
• Replies go out from the person who answered, so the customer knows who they are talking to
• Add or remove people in the admin panel without touching DNS or the address

Group, shared mailbox or forwarding rule?

• Group: each member gets a copy. Best when everyone should see the mail, like sales@ or info@
• Shared mailbox: one inbox that several people open. Best for a support queue where one person takes each ticket
• Forwarding rule: lives inside one person's mailbox. Fine for a solo founder, fragile for a team

Good uses for a group

• sales@ — the founder plus whoever closes deals
• support@ — a small team that answers customers
• billing@ — the owner and the accountant
• team@ — internal announcements to everyone
• press@ or partners@ — a public address that reaches the right two people

How to create one in OquMail

1. Open the admin panel and click Groups, then New group
2. Type a name such as "Sales team". The address fills in on its own; change it if you like
3. Tick the mailboxes that should receive the mail
4. Click Create group. The address works right away

Under More options you can choose who may send to the group: anyone on the internet (the default, so customers can reach you), only people in your workspace, or only the group's members. The last two are handy for internal lists like team@.

Two small touches: a member who writes to the group does not get their own message back, and every copy that arrives through a group is marked "via" the group address in the inbox, so nobody wonders why a mail landed with them.

Things to know

• Groups count separately from mailboxes. The free workspace includes 10 groups
• A group address and a mailbox address can never be the same
• Pause a group and mail to it bounces with a clear reason until you resume it
• You can add up to 10 outside addresses, such as a personal Gmail. They get a copy sent from the group address, with the original sender as Reply-To, so it passes spam checks
• Deleting a group is safe: copies already in members' inboxes stay there
• Group mail works in Outlook, Apple Mail and phone apps too, because it is ordinary mail in each member's mailbox