How to Set Up a Shared Inbox in Gmail: A Step-by-Step Guide

Managing customer queries, collaborating with teammates, or staying on top of support requests can be a challenge if you're juggling multiple email accounts. That’s where a shared inbox comes in handy. By setting up a shared inbox in Gmail, teams can collaborate, respond faster, and ensure no email falls through the cracks.

How to Set Up a Shared Inbox in Gmail

Gmail itself doesn’t offer a built-in shared inbox feature, but you can use a combination of delegation and Gmail Groups to achieve a similar result. Let’s go through the steps for both methods.

Method 1: Email Delegation

Step 1: Grant Delegate Access

1. Open Gmail and click the gear icon in the upper right corner.
2. Go to See all settings.
3. Click on the Accounts and Import tab.
4. Under the Grant access to your account section, click Add another account.
5. Enter the email address of the team member you want to delegate access to.
6. Click Next Step and confirm.

Step 2: Accepting the Invitation

1. The team member will receive an email invitation to access the shared inbox.
2. They need to accept the request by clicking the confirmation link.

Step 3: Access the Shared Inbox

1. Once accepted, the delegate can access the shared inbox by clicking on their profile picture in the top-right corner and switching to the shared email account.

Method 2: Using Gmail Groups (Google Workspace Users)

For teams using Google Workspace, setting up a shared inbox through Gmail Groups is another alternative.

Step 1: Create a Gmail Group

1. Sign in to the Google Admin Console.
2. Click Groups, then click Create Group.
3. Fill out the group’s name and email address (e.g., support@yourcompany.com).
4. Under Group Settings, set the appropriate access levels for members and decide who can post, view, and moderate emails.

Step 2: Add Members

1. Once the group is created, add members (your team) who will share the inbox.
2. You can customize roles—whether someone can only view messages, send emails, or moderate content.

Step 3: Configure the Inbox

1. Group members can access the shared inbox through their own Gmail account.
2. Set up filters and labels to organize incoming emails automatically.

Streamline Your Shared Inbox with Finbox

Managing a shared inbox is a great step toward better team communication, but it can get even more powerful when integrated with tools like Finbox. Finbox automates email categorization, speeds up response times, and ensures nothing is left unresolved.

Interested in leveling up your email management? Learn more about Finbox.

Conclusion

Setting up a shared inbox in Gmail can transform the way your team collaborates. Whether you use email delegation or Gmail Groups, the process is simple and can significantly enhance your team's communication and efficiency.

FAQs:

Q1: Can you share an inbox with multiple people in Gmail? Yes, you can use email delegation or Gmail Groups (for Google Workspace users) to share access to an inbox with multiple people.

Q2: Do you need a Google Workspace account for a shared inbox? No, you can use email delegation with a regular Gmail account, but Google Workspace offers more advanced features like Gmail Groups.