If you're using G Suite this means you'll be able to get access with your own email login. Every team is unique, but there are a few general benefits that all teams enjoy when using shared inboxes.
With individual addresses, every teammate can only see their own answers. If you want to share something with a co-worker you need to forward the message, creating more clutter. With a shared inbox important context isn't trapped in individual inboxes, so everyone can learn from their teammates answers. Let's say a customer has a problem and sends an email into your support yourcompany.
Without a shared inbox, two reps start writing an answer and end up sending two separate emails to the customer. 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. Customers want quick answers. With all messages coming to a central inbox, you can make sure every inquiry will be resolved as soon as any rep is available.
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. Having better visibility can help managers balance workload and see who's going the extra mile.
One of your reps started a conversation just before finishing their shift? Not a problem. With a shared inbox, a teammate can see the whole conversation and pick it up from there. The easiest way is simply sharing the same login and password with your team. This is the simplest solution, but it's not a recommended practice: Sharing a password among different people isn't secure at all. Also, Google might eventually block your account as they don't allow multiple people accessing an email address at the same time.
Google Groups were originally created as a messaging board. As Google added new features, users found a way to make it work as an alternative for shared mailboxes. It's still not an ideal setup, as the user interface was never intended to be used as a mail client. This is the most convenient and secure setup, and the one we always recommend to our customers. Gmail delegation allows you to share a whole mailbox with up to 25 people.
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. Delegated accounts look and act exactly like regular Gmail account, so no extra training is required. Additionally, Google stores all activity related to the delegated mailbox, including which user did what.
This means it's possible for third-party applications to use this information for further analysis. There are a lot of options to manage email in a collaborative way, such as help desks or third-party tools. But your agents are already used to Gmail, so The shared mailbox feels just like your email client, so your team will be up and running in minutes. It's just email, after all!
In the Trust this computer step choose Next , and in the Turn on 2-step verification step choose Confirm. On the App passwords page, in the Select app drop-down choose Other custom name. Note the app password under Your app password for your device.
You can use this with your Gmail address in the app you are connecting to your Gmail account or adding you Gmail account to. This combination grants complete access to your Gmail account by the app that is using it. The character app password is displayed with spaces so it is easier to read.
When you enter it to the app you want to connect, ignore the spaces and enter it as an unbroken string of 16 characters. Now you're ready to add your Gmail account to Outlook. When you're prompted for a password, you enter this app password for your Gmail account. Don't enter your Gmail password. For instructions on adding your Gmail account to Outlook, see these articles:.
Add an email account to Outlook. Connect email accounts in Outlook on the web Microsoft If you need the Gmail connection for a brief time only, for example for an IMAP mailbox migration that your admin is running, you can later revoke the App password. Add a new account by clicking File , then Info , and Add account —again, you just need to enter your login details.
The new account will appear as a new entry in the left-hand navigation pane. Outlook on the web, however, does show emails from multiple accounts together in one place: Click the cog icon top right , then View all Outlook Settings and Email.
But before you enter the relevant username and password, you can choose whether the new account has its own set of folders or uses the folders that are already set up Inbox, Sent, and so on. David Nield is a tech journalist from the UK who has been writing about gadgets and apps since way before the iPhone and Twitter were invented. When he's not busy doing that, he usually takes breaks from all things tech with long walks in the countryside.
This lesser-known Google product does one thing that will revolutionize your productivity. Six tips to keep your inbox under control. Sign up to receive Popular Science's emails and get the highlights.
Get all your email accounts in one app for easy access. David Nield. This story has been updated. It was originally published on March 12, David Nield Gmail is the default email app for Android, which is convenient because it does a stellar job pulling together emails from various accounts.
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