Email Mailbox vs Forward Only Address | Posmay Media

Email Mailbox vs Forward Only Address

Mailbox Address vs. Forward-Only Address: What’s The Difference

What’s A Mailbox Address?

A mailbox address is a mailbox that receives emails and stores them on the server. You can access your mailbox online by visiting webmail.yourdomain.com (replace yourdomain.com with your domain) and you can also configure your email client (e.g. Outlook or Mail App), to download the emails to your local device (using POP) or set your email client to stay in sync with your mailbox on the server (using IMAP). A mailbox address let’s you send emails from that address.

What’s A Forward-Only Address?

A forward-only address is an email address that simply forwards emails on to one or more other email addresses. You cannot send emails from a forward-only email address.

Recommended Setup

We generally recommend setting up mailboxes for specific employees or team members and using forward-only addresses for departments. If Peter (sales department), Jenny (accounts department) and Andy (support department) are on your team, then we would setup the following 3 mailboxes:

  • peter@yourdomain.com
  • jenny@yourdomain.com
  • andy@yourdomain.com

This way Peter, Jenny and Andy can configure their email clients to work with their personal email accounts and they can send emails from these addresses.

Additionally we would also setup the following 3 forward-only addresses:

  • sales@yourdomain.com → to forward to peter@yourdomain.com
  • accounts@yourdomain.com → to forward to jenny@yourdomain.com
  • support@yourdomain.com → to forward to andy@yourdomain.com

If any of your team members changes it’s simple to edit the email accounts and update the forward-only addresses.

Can A Mailbox Address Also Be A Forwarding Address?

Yes, a mailbox address can also be set to automatically forward emails on to one or more other email addresses, while still keeping a copy of the received email in the mailbox on the server.

Additional Example

If Peter is in charge of sales, but Jenny also needs to receive inquiries to stay in the loop, then you might have a sales@yourdomain.com forward emails to both peter@yourdomain.com and jenny@yourdomain.com.

Need Another Email Address?

When requesting a new email address, please make sure to let us know whether your new email address needs to be a mailbox or a forward-only address.
For mailbox addresses, please let us know the full name of the owner of the mailbox, as well as any email addresses this new address needs to forward to.
For a forward-only address, please let us know what email address(es) the new address needs to forward to.

Can I use my GMail account with my mailboxes?

Yes, you can set up your Gmail account to send and receive emails via your business email addresses using it as an alias. You can use a free Gmail account or a GSuite Gmail account. If you already have a Gmail account, you should be able to access it here. There are two main reasons to do this.

  1. Gmail accounts provide a large amount of inexpensive or free storage so you won’t run out of storage.
  2. Gmail uses state of the art spam filters to keep any junk mail out of your inbox.

Here is a video tutorial showing you how to set this up.

Need Additional Support?

If you have a question or need additional support, please contact support@posmaymedia.com or click on the support icon in the bottom right corner to contact us.

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