Note: In Trident, users can only view and access shared mailboxes based on their roles and permissions. Admin configurations must be executed from the Zoho Mail web app.  

Shared Mailboxes have three folders, apart from the folder containing the incoming emails:

• Archived

• Spam

• Trash

Shared mailboxes come with three levels of permission as described below.

• Admin: Creates and manages the shared mailbox from the Admin Console, assigns moderators, adds and removes members, sets permissions, and configures mailbox rules.

• Moderator: Manages the shared mailbox activities such as assigning emails, deleting emails, approving incoming emails (if moderation is enabled).

• Member: Handles email conversations by reading, replying to, and sharing emails.
  

Email Management Actions for Admins 

Admins of an organization will be able to:

• Create and export shared mailboxes

• Update group settings

• Manage roles and permissions for moderators and members

• Control anti-spam and moderation settings

• Other actions available to moderators and members

For detailed information, refer to the articles below:

• Creating and managing shared mailboxes

• Managing general settings of shared mailboxes

• Managing advanced settings of shared mailboxes  

Email Management Actions for Moderators  and Members

The detailed list of actions available for moderators is below:

• Mark an email as read or unread

• Mark an email as spam or not spam

• Archive and unarchive emails

• Tag and untag emails

• Delete and restore emails

• Filter emails based on whether they are unread, have attachments, are tagged, assigned, or assigned to a specific person, or unassigned.

• Assign and unassign emails to teammates

• Follow emails

• Copy email permalinks

• Reply to all and forward emails

• Open emails in Reader View and new window

• Print emails

• Edit emails as new

• Share the email via Streams and comment, like, and share attachments

• Download attachments

Most of the email management actions available for moderators are also applicable to members, barring the ones listed below:

• Mark an email as spam or not spam

• Archive and unarchive emails

• Delete and restore emails
  

Note: Trashed emails and those marked as spam will be moved to the Trash and Spam folders, respectively. They can only be restored by moderators. If no action is taken, after 30 days, they'll automatically be deleted permanently.  

For detailed information, refer to these articles below:

• Viewing, responding to, and sharing emails in Trident macOS

• Managing emails in Trident macOS

• Maintaining a clutter-free inbox in Trident macOS  

Restricted Email Management Actions in Shared Mailboxes 

The following email management actions are restricted in Shared Mailboxes:

• Setting reminders

• Snoozing emails

• Scrubbing emails (bulk archiving and deleting emails from specific senders)

• Moving emails from one folder or subfolder to another

• Flagging and unflagging emails

• Creating filters, calendar events, or tasks from entire emails

• Forwarding emails as attachments in .eml formats

• Saving emails in .html and .eml formats