Overview: Use a site mailbox to collaborate with your team

A site mailbox is a central email and document sharing account that is accessed from a SharePoint site. Your team can use a site mailbox to collaborate on composing an important email message or gather relevant team-level email conversations. Your team may also find it helpful to share important documents securely by using a site mailbox.

After a site mailbox is set up for your site, a new email account is created that uses the name of your site. For example, let’s say you have a team site that uses this URL: http://contosobistro.sharepoint.com/HRTeamSite. The email address for that site mailbox will be HRTeamSite@contosobistro.sharepoint.com.

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Gather team-level email conversations

Many teams have conversations via email messages on a fairly regular basis. Some of those conversations result in information that could be a useful reference somewhere down the line. Rather than losing that information within your own inbox, you can forward the most useful email within the thread to your site mailbox. Everyone who has Contribute permissions to your site will be able to open the site mailbox and view that message. That way, a few months from now when another team member is trying to recall what information went into a particular decision, that team member can open up the site mailbox, search through the mail captured in that account, and see the history of the issue in question.

Another great idea for gathering these team-level email conversations is to simply CC the site mailbox email address when sending an email message to the team. You can even include the site mailbox email address in a contact group or distribution list, so that it is automatically included whenever you send mail to your team.

Email message with site mailbox included in CC field.

Want to learn more?    Take a look at Use a site mailbox to coordinate team email.

Share documents with others

Every team has documents of some kind that need to be stored somewhere, and usually need to be shared with others. If you store your team’s documents on your SharePoint site, you can easily leverage the Site Mailbox app to share those documents with those who have site access.

Important:  When users view a site mailbox in Outlook, they will see a list of all the documents in that site’s document libraries. Site mailboxes present the same list of documents to all users, so some users may see documents they do not have access to open.

If you’re using Exchange, your documents will also appear in a folder in Outlook, making it even easier to forward documents to others.

Forwarding a document from the site mailbox

Want to learn more?    Take a look at Use a site mailbox to collaborate on documents. You might also find it helpful to read through Prepare for using site mailboxes in Office 365.

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