How to Add Users, Manage Roles and Change the Mailbox Owner

Every mailbox has its own list of users. Each user has one role on that mailbox, and the role decides what they can see and do. You can invite people, change their role, remove them, or hand the mailbox to a new owner.

Where to manage users

Sign in and select your mailbox.
Open Mailbox Settings from the main menu.
Under the Access group, choose Users & Sharing.

The page lists everyone with access to the mailbox, with their name, last login and role. Use the Active and Pending filters to switch between current users and invitations that have not been accepted yet.

Don't see Users & Sharing? Only Owners, Admins and Managers can open it. Only Owners and Admins can make changes.

Roles and access

There are five roles. They are fixed and can't be customized. Every user has exactly one role per mailbox, and each mailbox has exactly one Owner.

Role	Best for
Owner	Full control, including billing, users and transferring the mailbox. Only one per mailbox.
Admin	Same as Owner, except Admins can't transfer or take over ownership.
Manager	Runs day-to-day mailbox settings and mail. Can see users and billing but can't change them.
User	Works with mail, shipments and deposits. Can't change mailbox settings.
Viewer	Read-only access.

What each role can do

Task	Owner	Admin	Manager	User	Viewer
View mail, deposits and shipments	Yes	Yes	Yes	Yes	Yes
Update mail, request shipments, create deposits	Yes	Yes	Yes	Yes	No
Empty the Trash folder	Yes	Yes	Yes	No	No
Change mailbox settings and recipients	Yes	Yes	Yes	No	No
Manage automated deposit scheduling	Yes	Yes	Yes	No	No
Add or edit shipping addresses and bank accounts	Yes	Yes	Yes	No	No
View billing and payments	Yes	Yes	Yes	Yes	No
Change billing, add credits, update payment method	Yes	Yes	No	No	No
See the user list and pending invitations	Yes	Yes	Yes	No	No
Invite, change role, remove users	Yes	Yes	No	No	No
Set a new owner or transfer the mailbox	Yes	No	No	No	No

Your role applies to one mailbox only. If you have access to several mailboxes, you can hold a different role on each.

Add a user

On Users & Sharing, click Add user.
Enter their name and email address. You can add an optional message.
Select a role. You can't invite someone as Owner.
Review the details and click Send invitation.

The person receives an email and must sign in, or create an account, with the same email address you invited. Invitations expire after 7 days.

To resend or cancel an invitation, open the Pending filter, click the three-dot menu on the row, and choose Resend invite or Cancel invite. You can only have one open invitation per email address.

Change a role or remove a user

Click the three-dot menu at the end of the user's row, then choose:

Change role: pick the new role. It applies right away.
Remove user: ends their access to this mailbox. They are not notified.

The Owner's row has no menu. An Owner can't be removed or have their role changed directly. To change the Owner, use one of the options below.

Change the mailbox owner

There are two ways to change the Owner. Both move the Owner role only. They do not change the Form 1583 on file for the mailbox. Only an Owner can use either option.

Option 1: Set as mailbox owner (the new owner is already on the mailbox)

Go to Mailbox Settings > Users & Sharing.
Click the three-dot menu on the user who should become Owner.
Choose Set as mailbox owner and confirm with Start transfer.

What happens to the current owner: you become an Admin on the mailbox. You keep full access to mail, settings, billing and users, but you can no longer transfer the mailbox or set a new owner. The selected user becomes the Owner.

Option 2: Transfer Mailbox (move the mailbox to another account)

Use this to consolidate mailboxes into one account, or to hand control to someone with a separate account.

Go to Mailbox Settings > Transfer Mailbox (in the Access group, on desktop screens).
Click Start Transfer and read the notice.
Sign in with the account that will receive the mailbox.
Confirm the receiving account, then click Transfer mailbox.

What happens to the current owner: you lose all access to the mailbox from your account. The receiving account becomes the Owner, even if it already had another role. Notification emails for the mailbox and its billing account go to the new owner.

Before you start, note the following:

The receiving account must already exist.
The transfer takes effect immediately and can't be undone by you. The new owner would have to transfer it back.
You can choose to delete your account after the transfer. This is only possible if you have no access to other mailboxes. If you delete it, you are signed out when the transfer finishes.

Which option should I use?

	Set as mailbox owner	Transfer Mailbox
New owner	A user already on this mailbox	Any existing account
You afterwards	Admin, access kept	No access
Form 1583	Not changed	Not changed

Good to know

Role changes can take a few minutes to appear for someone who is already signed in.
Personal settings, such as your profile and two-factor authentication, are under My Account and belong to you, not to the mailbox.
If someone can't see a menu item or button described here, their role doesn't include it. Ask an Owner or Admin to review their role.
If you can't reach the current Owner or need help with a transfer, contact Support.