Let a colleague handle your mail
XgenPlus does not give another user full access to your mailbox, or let them send mail as you. To let a colleague handle your mail, share a folder or a single mail with them and tick the rights they need, such as Reply and Forward. They reply from their own address, the copy is saved in their Sent folder, and you can stop sharing at any time.
How to let a colleague handle your mail
- Decide which mail the colleague should handle, such as one folder or a few mails.
- Share the folder or share the mail with that colleague.
- Tick Reply and Forward if they should answer for you. Tick Delete only if they may remove mail.
- The colleague opens the shared folder, or Shared By Other, and replies from their own address.
- When you no longer need help, unshare the folder or mail.
When to use it
Ravi, a sales head at acme.in, goes on leave for a week. He shares his Customer Orders folder with his deputy Anita, with Reply and Forward allowed but Delete not allowed. Anita answers customers from her own address while Ravi is away, then Ravi unshares the folder when he is back.
What a colleague can do
| Right you tick | What the colleague can do |
|---|---|
| None | Read the shared mail and add notes |
| Reply | Reply from their own address |
| Forward | Forward from their own address |
| Delete | Delete the shared mail |
Good to know
- Never share your password. Sharing folders gives help without giving away your account.
- To send from more than one address yourself, see Send from another address.
Common questions
Can a colleague send mail from my address on my behalf?
No. A colleague replying to a shared mail sends from their own address, so recipients see who answered. Your password and address stay yours alone.
Can I give someone access to my whole mailbox?
No. You share chosen folders or mails. Share a folder such as Inbox only if you want them to see everything that arrives there.
Can I see what the colleague did?
Notes the colleague adds to a shared mail are visible to you, and their replies are in their own Sent folder.