How can you create a shared mailbox with G Suite?Ĭreating a delegated mailbox in G Suite takes just a few minutes: This means it's possible for third-party applications to use this information for further analysis. Delegated accounts look and act exactly like regular Gmail account, so no extra training is required.Īdditionally, Google stores all activity related to the delegated mailbox, including which user did what.
What is a shared mailbox password#
Once set up, delegates can read and reply to emails, but they can't change the password or modify other settings of the G Suite account. Gmail delegation allows you to share a whole mailbox with up to 25 people. This is the most convenient and secure setup, and the one we always recommend to our customers. It's still not an ideal setup, as the user interface was never intended to be used as a mail client. As Google added new features, users found a way to make it work as an alternative for shared mailboxes. Google Groups were originally created as a messaging board. Also, Google might eventually block your account as they don't allow multiple people accessing an email address at the same time. This is the simplest solution, but it's not a recommended practice: Sharing a password among different people isn't secure at all.
The easiest way is simply sharing the same login and password with your team. There are different ways to share a mailbox between different members of a team. With a shared inbox, a teammate can see the whole conversation and pick it up from there. One of your reps started a conversation just before finishing their shift? Not a problem. Having better visibility can help managers balance workload and see who's going the extra mile. Teams such as sales or support spend a lot of time building relationships with customers, but that work can easily go unnoticed if it lives in each employee's inbox. With all messages coming to a central inbox, you can make sure every inquiry will be resolved as soon as any rep is available. Handling customer inquiries fasterĬustomers want quick answers. Oops! With a shared inbox, the first rep can add a label to the original message so everyone knows it's already being taken care of, and the rest of the team can continue with their other work. Without a shared inbox, two reps start writing an answer and end up sending two separate emails to the customer. Let's say a customer has a problem and sends an email into your address. With a shared inbox important context isn't trapped in individual inboxes, so everyone can learn from their teammates answers. If you want to share something with a co-worker you need to forward the message, creating more clutter. With individual addresses, every teammate can only see their own answers. If you're using G Suite this means you'll be able to get access with your own email login.Įvery team is unique, but there are a few general benefits that all teams enjoy when using shared inboxes. Users are invited to the mailbox, and can access it with their own email account. Shared mailboxes don't have individual login and passwords. Everyone can quickly see which emails have been replied to, and which haven't. Once set up, any member of the shared mailbox can answer emails sent to that address, and their responses appear as if they were sent from the main shared mailbox address. Typically they're catch-all addresses such as or great for teams who have to deal with lots of customer enquiries.
What is a shared mailbox how to#
In this guide we'll explain how to create a shared mailbox, why teams use them, their benefits, limitations and how to use Email Meter to get greater visibility into your team's productivity.Ī shared mailbox is an email inbox which multiple people can access to manage email. That’s why we always recommend the use of shared mailboxes to our clients. For customer-facing teams this is a huge problem that causes multiple replies, important messages to be missed and in the end, angry customers. With endless forwards and CC's, inboxes get messy quickly, and it's hard to be sure who's working on what. It's secure, reliable, easy to use, and comes bundled with a great suite of productivity tools.īut when it comes to working together, it's clear that Gmail wasn't built with team collaboration in mind. Every day more companies rely on G Suite and Gmail for their communication needs, and it isn't hard to understand why.
Managing customer relationships means staying on top of a lot of emails.
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