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Aaron asked How to setup multi-user email system?
I want to setup an email system for my company where different employees can access the common emails (say contact@ or admin@) and each email is allocated and handled by only one person. Say a support email comes to contact@, then it is allocated to staff xyz, then no one else should answer to that and the response made by xyz can be viewed by everyone. (so that we know that it has been replied to)
And got the following answer:
You would need to register a domain name for your company. Some hosting sites will allow you to use their mail service and have up to a certain number of user names, this would allow you to set up all the names you want, but once you do this those emails would come to the person and there would be no way to see if they had even been read, let alone replied to. You can set up your own server, for that you would need a static IP address for your broadband connection. This will cost you extra. You then need to register the address as something like mail.your.domain with your registrar's DNS. You then also register it with a MX record as the mail server for your domain. You then install a server of your own, and you can configure it to do additional tasks. You would need to use a Linux server for this, one of the major distributions like Open Suse. This has the option for the Postfix SMTP and Dovecot IMAP/POP3 servers when you install. you need to be careful about security, you just ensure everyone logs in to send their mail using a password. or it will become an open relay for spam and you will get blacklisted. Set it up to use the Maildir method, not mailbox. Set up all the user names you like and any mail for your domain will be sent there. The mail programs will post them in individual folders for each user to read form their machines. You can set up scripts to make any mail for one person forward to another as well just by putting a .forward file in the user home directory. So you could make all mail forward to a manager account so that someone can check them. You can also script for outgoing replies to be recorded, either just keepng a record of all sent mails and the time and date the were posted, and you can then ask a user to show you that reply if ever a query arises, or spend more time scripting ALL replies to be forwarded to that manager account and file in sent like a normal sent box. This would allow everyone to use web based mail if you installed a web mail service on that server, a good option is Squirrelmail. It is available from the Open Suse site as a standard install. This means all users can handle their emails even when they are away. You should set up some kind of archiving system to move older mails to a different place on the server, maybe set up a Data folder with sub olders for each server, and use scripts to move older files to these copied locations for safety and to stop the server becoming too slow if people store every mail.