Admin-Managed Shared Mailbox Access in Nextcloud Mail #12223

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1. Bytrider

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   enhancement

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   on Jan 9, 2026
2. Bytrider

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   issue type on Jan 9, 2026
3. ChristophWurst commented on Jan 9, 2026

   

   ChristophWurst

   on Jan 9, 2026

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   I'm tagging this feature request as accepted. Some of this feature will require a mail server that supports the specific use case.
4. ChristophWurst

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   on Jan 9, 2026
5. bernd-wechner commented on Jan 14, 2026

   

   bernd-wechner

   on Jan 14, 2026

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   I would add:

   • Assign user groups to shared mailboxes

   I would also suggest avoiding the term "Shared mailbox" as that idea already exists on mail servers (notably, Microsoft provide these). What I suspect we're all keen on here is rather "Shared mail configuration".

   But if such a feature is implemented and supported as a set of properties in an existing mail configuration it might not need a specific name in the UI, so much as a "share" option. If it's characteristically different (for example series in a different place/table) it may still need a name.
6. Overpass4014 commented on Jan 31, 2026

   

   Overpass4014

   on Jan 31, 2026

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   We would also very much like to see this feature implemented. If this is helpful, we would be willing to make a financial contribution.

   👍React with 👍1Reacted by Backtrennpapier
7. MundMBo commented on Feb 18, 2026

   

   MundMBo

   on Feb 18, 2026

   Last edited by MundMBo

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   It is not a good admin interface, but in the past I just used PhpMyAdmin and copied an existing mailbox configuration in oc_mail_accounts and just changed the user_id. After waiting for the next cron execute or executing php occ mail:account:update <id> manually, the mailbox was setup perfectly fine for another nextcloud user. I know this is not the intended way, but for a workaround it is enough.
8. bassjoe commented on Mar 27, 2026

   

   bassjoe

   on Mar 27, 2026

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   To be able to select users based on their groups rather than their email domains, I first set up a Nextcloud development environment and tried to understand the code so I could implement the functionality myself. Unfortunately, I've had a very hard time understanding how everything fits together, partly because I have very limited access to step debugging and logging. That's why I haven't gotten very far with the implementation; see
   https://github.com/bassjoe/mail/tree/12223-shared-mailbox

   In my opinion, the ideal solution would look something like this:

   • Name: Managed Accounts (vs. Personal Accounts), whether shared or personalized using a template
   • Any number of accounts, sorted alphabetically in the app after personal accounts (currently, you can configure multiple accounts, but only one is applied or displayed per user)
   • For managed accounts, the user has no access to server settings or login credentials
   • The account title on the configuration page should be the account's email address (or the template with placeholders). This would also be a more meaningful UNIQUE index in the database than the domain pattern.
   • In the UI, the account's email address should be entered first, and only then should you specify which users it should be available to etc.
   • Instead of a preview, a link should display how many users the configuration currently applies to, and clicking it should show a list of those users where you can also search by name. However, this should only serve for traceability, i.e. be read-only.
   • The server settings (Host, Security, and Port) should be entered separately and be reusable for multiple accounts. The login credentials, on the other hand, should remain part of the account. In the UI, the username should be pre-filled with the email address as long as the user has not entered anything.
   • The configuration of managed accounts on the groupware configuration page should be displayed in a condensed table with one row per account. For convenient input and details, dropdown menus and links to pop-ups should be included in the table cells. For example, the IMAP column could simply display the hostname as a link, and a pop-up would then show the SSL and port configuration, which also applies to other managed accounts using this IMAP server.
   • The placeholders are hard to read; [userid]@example.com would be more readable than %USERID%@example.com
   • I don't understand why one would want to select the users to whom the managed account is provided based on the domain of their email address. (If the use case only occurs in combination with LDAP, one should instead be able to specify an LDAP query.)
   • The selection based on groups should be represented as a separate table in the database so that consistency is maintained when a group is deleted (or renamed, if that is possible). If no groups exists, no one should be able to view the account.
   • To provision a managed account for all users, this should be explicitly selected in the configuration.

   Someone with more Nextcloud development experience or a better development environment should take this issue further. The intended scope of implementation should be broken down into issues that are as small as possible and build on one another.

   If I could assign managed accounts to users by group, that would be an absolute killer feature for me, even without permission controls. This would also play well with the app visibility setting which is also based on groups.
9. kesselb

   marked Feature: Global Shared Emails #13026 as a duplicate of this issue on Jun 9, 2026
10. philippejadin commented on Oct 8, 2026

    

    philippejadin

    on Oct 8, 2026

    Last edited by philippejadin

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    My 2 cents on this feature purely from a end user (admin) standpoint.

    In short : I would love to see it handled exactly the same as team folders.

    • allow admin to configure a "team mailbox" not owned by a specific user (mailbox credentials are handled by admin)
    • allow admin to share this team mailbox with groups
    • show team mailboxes alongside other (per user) mailboxes for each group member in the mail interface. Bonus point to provide some permissions per group, per mailbox (read, compose, delete would be a good start)

    hope that make sense!

    👍React with 👍2Reacted by Backtrennpapier and MundMBo
11. Backtrennpapier commented on Oct 10, 2026

    

    Backtrennpapier

    on Oct 10, 2026

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    Totally agree to the original suggestion and follow-up comments. I think many especially organizations don't have the possibility to operate their own mail servers or pay for mail providers that support delegation.
    I see that #7723 was implemented, but this feature still requires an account to delegate from. I see it more as a delegate personal account feature i.e. share it (and why I also agree that shared mailbox might be misleading). This feature is much more in the area functional or team mailboxes. Nextcloud already offers a strong package, but this one especially would help them. hope it can be developed.

    👍React with 👍1Reacted by MundMBo