Organising 25 mailboxes across your team: best practices

With 25 mailboxes to work with, a little structure keeps a Managed Email setup tidy as the business grows. Some practices we'd suggest:

• Keep a consistent naming style for individuals — pick firstname@ or firstname.lastname@ and apply it to everyone. It looks professional and makes addresses easy to guess and remember.
• Use role addresses for functions, not people. Route customer-facing traffic through info@, sales@, support@ and accounts@ rather than a named person's mailbox. That way, when staff change you update where a role address points, and customers never notice.
• Decide shared-mailbox vs forwarding deliberately. A genuine team queue (support@) works best as a shared mailbox; an address that just needs to reach one person (accounts@) is simpler as a forward.
• Reserve a couple of mailboxes. You don't have to allocate all 25 at once — keeping a little headroom means a new starter can be onboarded instantly.
• Lean on the managed service. You don't administer any of this yourself — tell us the structure you want and we set it up, then adjust it as the team changes.

Ask us if you'd like advice on structuring addresses for how your business actually works.