Managing TalkTalk Mail

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Broadband & Fibre customers can take advantage of our new Mailbox Manager that provides a way for Admin users to add, delete, or deactivate mailboxes, manage email aliases, and edit mailbox details. Only admin users can access Mailbox Manager.

These are the four main sections to the Mailbox Manager: 

mailbox detail

This view shows you information about the selected mailbox.

See Detail View

mailbox list

The mailbox list is the main area of the mailbox manager.

See List

top menu

There are four options in the upper right part of the menu bar.

Options

left navigator

In the left-hand navigator, you can switch between the different sections.

Navigator

In Mailbox Manager you can use it to  add up to 5 email addresses or delete any email addresses you don't want anymore . Also change the passwords on any of your  email accounts. 

Change Password

1. Log in 
2. Select Mailbox Manager
3. Select the mailbox that you want to change the password on
4. Select Change Password on the side menu
5. Enter Current Password, New password, your password needs to meet all these requirements:
• 12 characters total
• 1 symbol
• 1 number
• 1 lowercase letter
• 1 uppercase letter
• It cannot match any of your past 5 passwords
6. Enter Current Password, New Password and Confirm New Password fields then select Save
   Note: If the Generate Password icon (Key) is used, the Confirm New Password field will also be filled. Be sure to view and write down or copy the generated password.
   
7. Select Save to set the new password or Cancel to exit without any change
   

   Note: The new password will NOT be sent to the user. If an admin sets a new password for another user, they must make sure to securely send the new password to the user.

Deactivate / Reactivate a Mailbox

Deactivating

1. Log in 
2. Select Mailbox Manager
3. Select the mailbox you wish to deactivate
4. Select Deactivate Mailbox  to confirm
5. A red DEACTIVATED badge will appear next to the mailbox user’s name in the Mailbox List
   

   This mailbox user will no longer be allowed to log in to email

Reactivating

1. Select the mailbox to reactivate 
2. Click Activate Mailbox on the right
3. In the window that appears, click Activate Mailbox to confirm
4. The red DEACTIVATED badge will be removed from the mailbox user’s name in the Mailbox List
5. This mailbox user will once again be able to log in to email

Forgotten Password

If you have forgotten your actual TalkTalk email address, and you have linked it to your TalkTalk My Account then you can find it in TalkTalk My Account by following the steps below:

1. Open Mail login
2. Select Forgot your password? under password box
3. Enter your email address
4. Select Send Reset Link
5. Check your email (this will be sent to your recover email  address)
6. In the Reset Your Password Email select Reset Password
7. This will open the Change Password Screen
8. Enter new password and enter confirm new password then select Set New Password
9. You'll get a Password Changed! confirmation

Adding & updating your recovery details

1. Log into Mail
2. From the menu bar select your Profile Icon on the  far right then select Update your reset details
3. Add or change the  Mobile phone number
4. Add or change Alternative email address 
5. When complete, select Save

That's it, so if you ever forget your password you can select either of these alternative contacts and we can send you a secure link to change your password.

Delete Mailbox

1. Log in 
2. Select Mailbox Manager
3. Select the mailbox you want to permanently delete
4. Select Delete Mailbox on the right
5. You'll get a warning popup, to confirm deletion enter the full email address that you want to delete and then select Delete
   
   

   Warning - This will delete this mailbox and any associated aliases. All messages and content within the mailbox except any downloaded to your computer will be lost forever. You will not be able to request this email address again in the future!

Create / manage aliases

What is an alias? see here more information

1. Select the mailbox you want to create an alias for
2. On the right-hand side menu select Manage Aliases
3. To add a new alias
• Type the name you want to use in the Add New Alias section
• Select Add
• Repeat for any additional aliases you want to add
• Select Save
  

  Note: You’ll get an error if you try to add an alias with the same name as another mailbox or alias

4. To delete an existing alias
   1. Select the trash can icon to the right of the alias you want to delete
   2. Select Save
      Adding or deleting aliases does not take effect until you hit Save
      

Checking Storage

1. Log in
2. Select Mailbox Manager
3. Here you can see how much storage is being used in each mailbox 

Adding Mailbox

1. Log in
2. Select Mailbox Manager
3. Select Add Mailbox
4. In the pop up box fill in all fields (there is an option to assign admin role to this mailbox)
5. When all fields complete  select Create

Top menu bar

• The Webmail Button – Users can select here to open the webmail for the email account that they logged into.
• The Refresh Button – Some configuration changes may require refreshing the Mailbox Manager to take effect. Use this button to quickly refresh the screen.
• The Help Button – Contains links to the Support Help Page and Legal Information,
• The Account Button – See the full name and email address for the logged in user, as well as initiate Change Password, or Sign Out of the Account.

Left Navigator

In the left-hand Navigator, you can move between the different parts of Mailbox Manager, for instance Between the Home screen and Mailbox Manager.

Note: There may be other sections in the left navigator, but you will always have Home and Mailbox Manager.

Mailbox List

The Mailbox List is the main area of the Mailbox Manager, and shows a listing of all existing mailboxes in your account. At a glance, you can see the following details for each mailbox:

• Username
• Email address
• Used and Total Storage
• If the mailbox user is an admin
• If the mailbox has any aliases associated

If you own more than one mailbox under your account, you may wish to use the Search Mailbox dialog to narrow down to one you are looking for, and you can add new mailboxes with the Add Mailbox button.

If you select any of your mailboxes, you will see the Mailbox Detail View for that mailbox appear on the right.

Mailbox Detail View

The Mailbox Detail View shows you information about the mailbox you have selected, and gives you several actions you can take to update that mailbox:

• Edit Details: Brings up the Mailbox Details window, where you can update information about the account and add or remove the Admin Role from this account.
• Manage Aliases: Create additional email addresses that will receive email in this mailbox.
• Change Password: Brings up a window where you can change the password for this mailbox.
• Deactivate Mailbox: Turns off access to this mailbox. Email will still be received, but the user will not be able to log in.
• Delete Mailbox: Brings up a window where you can delete the selected email forever (unrecoverable)

See the detailed help topics for Editing Details, Managing Aliases, Changing your Password, and Deactivating or Deleting a Mailbox. There is also detailed help on Storage and Password Recovery.

What is an alias?

An email alias works like another email address that receives mail into the same primary email account's inbox. This lets you have multiple different email addresses that all send to the same inbox.

Accounts with one or more aliases will have an alias tag next to the mailbox name in the list, and the aliases will be listed in the mailbox view that appears on the right-hand side of the screen when the mailbox is selected.

Why use email aliases?

• Convenience: Manage email from different addresses without checking multiple inboxes
• Privacy: Use aliases to sign up for newsletters, shopping sites, or for your work, keeping your main email address separate
• Organization: Automatically sort and filter your email based on the alias it was sent to, making it easy to manage incoming mail
• Temporary: Aliases can be deleted whenever they’re no longer needed - keep them forever, or only as long as you need them
• Reduce Spam: If an alias gets a lot of spam, it can be deleted without affecting the main email account.