How to change mailbox names and reassign mailboxes to different users

Last updated: March 4, 2026

When you need to reassign mailboxes from one user to another (for example, when a team member leaves or a new person joins), Unify can change the sender names on existing warmed mailboxes rather than creating entirely new ones.

The mailbox name change process

When switching names on already warmed mailboxes, there is a 1 week changeover process to rewarm and reassign the names. During this process:

  • All existing enrollments on those mailboxes will be canceled/reassigned

  • The mailboxes will be temporarily disconnected from Unify

  • The names will be changed and the mailboxes will rewarm for 1 additional week

  • The mailboxes cannot send any emails during this week

How to request a mailbox name change

To change mailbox names, contact Unify support and provide:

  1. New sender names - The first and last names you want the mailboxes changed to

  2. Primary forwarding email addresses - Where you want replies to be routed for each mailbox

  3. Specific mailboxes to rename - List the exact mailbox addresses that need to be changed

  4. Which rep you want to replace - Identify the current user whose mailboxes are being reassigned

Alternative: Creating new mailboxes

If you prefer not to wait for the 1-week changeover process, you can create new mailboxes instead. However, this option:

  • Requires a $25/month/mailbox charge

  • Takes 3 weeks for the new mailboxes to fully warm up

  • Allows you to keep existing mailboxes running during the warming period

Requirements for new users

Each Unify-managed mailbox needs to be associated 1:1 with a user in Unify. The user must:

  • Have their company email address set up

  • Be invited to and logged into Unify

  • Have their user profile configured (used for sender name, variables, and forwarding)

We don't recommend creating mailboxes before the user's actual company email and user seat exist in Unify.