New mail server or Outlook?

Hello!

At my current job, we have the need to have a single mail account, with several users accessing it at the same time. Our requirement is mainly that if person A opens an email and answers it, then person B on another PC can see that the email in question has been answered, possibly even who answered it, and can skip to the next unread email.

Please note that I know very little about mails and mail servers, my thread will most likely reflect that.

At the moment we use Outlook. Outlook unfortunately does not show that an email has been answered. I've been told it's due to it being run through a POP3 server.

We have a mail server through another organization, one that we do not have direct access to. We have a Synology NAS on the network as well.

My question is this: What is the easiest way for us to get this shared email account, where we can easily see if an email has been handled/answered or not? Preferebly who answered it too?

At the moment I see a few options, but I'm open to any suggestions:

1: Outlook has the desired ability, and it's just a question of finding the settings and configuring it.
2: Our Synology NAS could be set up to run as our local mail server (I don't know if it'll interfere with our offsight one)
3: IMAP protocol?

Thanks in advance.

If its Exchange or office 365, setup a shared mailbox and give the users access that need it.

Really can't say or suggest much without knowing what mail system you are using.

Not sure exactly what the requirements or needs are, but why not use a distribution list and copy the list when the e-mail is answered?

We use office 2016/365. I read a bit about the distribution list, it sounds like it could be an option. Would it be able to show everyone in such a group if 1 person has answered an email?

It works like this: We have a general email address where people can contact our firm. We have a guy monitoring it, and forwarding emails to the apropriate people who can actually answer the email. So anything that has anything to do with repairs, comes down to us. We are 2 technicians who'd like access to the same email, but we don't want to be answering the same emails, or asking the other every time if it's been answered or not. So I need to be able to see if an email has been answered so I can safely ignore it.

If you have office 365, create a shared mailbox. Then give the users that need access "Full Access and Send as" permissions.

It will show up in their outlook as an additional mailbox, and when one user makes a change it is reflected to other users.

Ayoralyn said:

We use office 2016/365. I read a bit about the distribution list, it sounds like it could be an option. Would it be able to show everyone in such a group if 1 person has answered an email?

It works like this: We have a general email address where people can contact our firm. We have a guy monitoring it, and forwarding emails to the apropriate people who can actually answer the email. So anything that has anything to do with repairs, comes down to us. We are 2 technicians who'd like access to the same email, but we don't want to be answering the same emails, or asking the other every time if it's been answered or not. So I need to be able to see if an email has been answered so I can safely ignore it.

Click to expand...

The way a distribution list works, is everyone has individual email accounts. The list is a placeholder, anything sent to the distribution list or replied to the distribution list goes to everyone in the distribution list.

Example:

[email protected] -> distro
[email protected]->employee
[email protected]->employee
[email protected]->employee
[email protected]->employee

Employees A, B, C are on the distribution list, employee X is not.

Customer sends an email to [email protected]. Employess A, B, and C will receive the e-mail. Employee A replies all to the email and answers the question. The customer and employees B and C get a copy of that email. Employee X will not get any emails.

Thanks guys!