| document_id | user-manual |
|---|---|
| title | MailStack User Manual |
| document_type | user-manual |
| audience | mailbox-users |
| status | active |
| version | 1.3.0-rc.1 |
| last_reviewed | 2026-07-25 |
MailStack is a private, receive-only shared team inbox. Authorized users can view assigned mailboxes, search received messages, inspect sanitized email content, download permitted attachments, and receive browser notifications for new mail. Administrators control user accounts, mailbox assignments, mailbox status, and destructive permissions.
MailStack does not provide public registration, outbound email sending, SMTP submission, IMAP, or POP3 in this release.
Open the application hostname supplied by the administrator and enter the assigned username and password. Accounts are created by an administrator; users cannot self-register or change their password inside MailStack. Repeated failed sign-in attempts are rate limited. Authenticated pages use a shared sidebar and top bar. On desktop, the sidebar may be collapsed; on tablet or mobile, use the menu button to open the navigation drawer. Open the account menu in the top bar and use Log out when leaving a shared device.
The dashboard summarizes the mailboxes available to the signed-in user, including active and disabled mailbox counts, received and unread totals, the last received time, recent messages, and recent mailboxes. Administrators also see ingestion, mail-storage, and database health indicators. Dashboard and mailbox counters update through authenticated live polling. The active navigation item is visually highlighted and announced as the current page. The shell also shows a persistent receive-only notice so users do not mistake MailStack for an outbound webmail client.
Open Mailboxes to list only the mailboxes assigned to the current user. Search by local part or full address and filter by active or disabled status. Select Open inbox to read messages, or select an address to copy it.
Any authenticated user can create a mailbox. A normal user is automatically assigned to the new mailbox. An administrator can assign one or more active ordinary users during creation or leave the mailbox administrator-only. Local parts accept lowercase letters, numbers, dots, underscores, and hyphens, up to 64 characters. Reserved system names cannot be created. Deleted addresses remain reserved and cannot be recreated accidentally.
Inside a mailbox, search by sender or subject and filter by read state or attachment presence. Opening a message marks it read. Use Mark unread to return it to the unread state. The message screen shows sender, recipients, received time, size, parse status, plain text, sanitized HTML, and available attachments.
Sanitized HTML is displayed in a sandboxed frame with remote and active content blocked. A delete button appears only when the current account has permission. Message deletion removes the indexed application record from normal use while preserving the source email according to the current retention design.
When the browser supports notifications, select Enable notifications in the Mail section of the sidebar and approve the browser prompt. Notifications are generated only for newly indexed messages that the current user is authorized to access. Browser permissions can be changed later in the browser site settings.
Attachments are delivered as downloads with path confinement and authorization checks, but this release does not claim antivirus scanning. Treat unexpected files as untrusted and scan them with approved endpoint security before opening. MailStack is receive-only; reply or forwarding actions must be performed through another approved mail system. Access is limited to assigned mailboxes, and unauthorized objects return a not-found or permission response.
For account, mailbox assignment, or password issues, contact the MailStack administrator. For service outages, provide the time, affected mailbox, and visible error without sending message content, credentials, attachments, or other sensitive data through an unapproved channel.