Managing users as an admin

An account administrator (or admin) is the only one who can add, change, or remove users from an account. Adding a user to your account automatically makes you the admin for that user. An account can have more than one admin.

You can manage users on your account from the Settings → Users & Aliases screen. You will need to unlock the screen by entering your password before you can make any changes.

Adding users

From the Users & Aliases screen, click the blue New User button under the Users heading, then fill in the fields:

  • Name: The user's name. This is the name that will appear in the account address book.
  • Username: The user's email address. They will use this to log in.
  • Password: The user's password. A randomly generated password is provided. If you wish to change the password, you can do so by clicking the gray Edit button.
  • Plan: The user's plan type. This can be changed at any time.

You can also check off additional privacy, admin, and retention options for the new user.

When you're done, click the blue Purchase button to finish creating the user. The button will show the cost of the user that you will be automatically billed for, pro-rated to the end of your current subscription.

Editing users

From the user list, select one or more users and click Edit.

The fields that an admin can edit for a user are as follows:

  • Name: The user's name. This is the name that will appear in the account address book.
  • Username: The user's email address. Change this to rename the user.
  • Password: The user's password. A new password is randomly generated when the user is created, but the admin can choose to set a password for the user. You will need to tell the user their new password. Administrators can also reset the user's password or disable two-step verification if the user has lost their authentication device.
  • Plan: The plan type the user is on. Click Upgrade or Downgrade next to a different plan if you'd like to change this user's plan type.
  • Disable: Admins can choose to disable accounts in two ways. "Disable login" will prevent login access to the account while still accepting new inbound email. "Disable login and bounce incoming email" will prevent login access as well as bounce any new incoming email back to the sender, without losing any existing data in the mailbox.
  • Quota: The user's existing quota. Admins can add additional mail and file storage for the user by upgrading the user to the next plan tier. If a user is on the Professional plan an Admin can still add extra quota, which costs the same as one extra user. The maximum quota per user is 300 GB.
  • Privacy: By default, all user data is visible to all admins on the account. Enabling this option to mark the user private will stop admins from being able to access that user's data. The only way to re-enable admin access is if the user restores it (which they can do from the Password & Security screen).
  • Admin: Make this user an administrator.
  • Retention: Keep an archive of all this user's incoming and outgoing email for some period of time.

If a single user is selected, you can update any of the user's fields and manage their quota.

If multiple users are selected, you can only simultaneously update the following fields for the selected users:

  • Disable access
  • Set quota
  • Set privacy
  • Set admin privileges
  • Set retention policy.

Removing users

To remove users, select one or more users from the user list, and click the Delete button at the top. You will need to confirm by typing DELETE into the prompt that appears.

This process cannot be reversed. It will permanently remove all mail, contacts, and calendars for the deleted user. Any shared folders or shared calendars owned by this user will be removed from their shared locations. Once a user has been deleted, the address is available for use.

The account will be given a pro-rated credit to the end of the subscription for the deleted user.

You cannot delete yourself from the user list. If you wish to delete your entire account, go to the screen and use the Close Account section at the bottom. You will need to delete all users on your account before you can delete the entire account.

Adding extra email storage quota

If you don't have enough email storage, you can add extra storage to your account. Account administrators can also add extra email storage to the users in their account.

If a user is on a plan tier lower than Professional, you can upgrade their plan so that they gain additional features along with the extra quota. To upgrade a users plan, go to Settings → Users & Aliases and select the user by clicking the gray Edit button. Click on Upgrade to increase the users quota. Click the Save button to save these changes.

Each time you add email storage for a Professional plan, you're adding the equivalent cost of an additional user to your account. You can buy up to three times the original plan's storage quota for a user.

To add email storage to a Professional user's quota, go to Settings → Users & Aliases and select the user by clicking the gray Edit button. Click the gray button that says "Add ___ GB Mail + ___ GB Files to Quota". (The gray button will tell you how much quota you are adding to your account, based on your plan.) Click the Save button to save these changes. If you add storage, your account is automatically billed after saving the changes.

To decrease storage for the Professional user's quota, go to Settings → Users & Aliases and select the user by clicking the gray Edit button. Click the gray button that says "Decrease Quota". Click the Save button to save these changes. If you decrease storage, your account will be partially credited a prorated amount, according to how much time is left in your current subscription.

If you are a legacy user, you can purchase additional storage after upgrading to a current plan.

Note: Setting quota on multiple users at one time will set all selected users to the same storage amount. After setting the quota for multiple users, you can decrease the storage amount if needed.

Managing user access

Account administrators can manage the access their users have to their account.

  • User password reset: Edit the user and reset the password.
  • Remove two-step verification (2FA): If a user loses their two-step verification device, an administrator can remove it from the Edit screen for that user.
  • Delete user: Individual users can be deleted.
  • Manage user security settings: By opening the user's account, the admin can then see and change their settings, including security settings. Admins can unlock security screens by entering their own password. This is useful for logging out from sessions remotely, updating app passwords, or adding recovery options.
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