Google Workspace enables users to create a shared inbox for collaborative use. There are three main methods to achieve this: share your email address and password, create a delegated account, or set one up via Google Groups. Sharing your email address and password is not the smartest or safest choice.

In this guide, we’ll provide step-by-step instructions to help you create a shared inbox in Gmail.

In this article:

• What Is a Delegated Gmail Account?
• How To Create a Delegated Gmail Account
• How To Create a Shared Inbox in Gmail: 5 Easy Steps
• Pros and Cons of a Gmail Shared Inbox
• Final Thoughts
• Frequently Asked Questions

What Is a Delegated Gmail Account?

Within your Gmail account, you can delegate your email address to be shared with others without sharing your personal password. You can add up to 10 other people if it's a personal account or 1,000 people if it's a school, work, or organization account.

Delegated accounts allow members to read, send, and delete emails while keeping one specific address for outgoing emails.

Delegated accounts in Gmail feature benefits similar to an inbox, including filters, archiving emails, and labels. However, there are no collaborative or reporting tools or easy ways to manage everyone as a team. It's best used for one or two additional people.

How To Create a Delegated Gmail Account

In Gmail, you can delegate an account in a few simple steps. Keep in mind that this process doesn’t work via the app, so get situated at your computer to create a delegated Gmail account.

1. After you've logged into your Gmail account, go to the Account tab in your settings.
2. Scroll down to the ‘Grant access to your account’ section.
3. Choose ‘Add another account,’ enter an email address you wish to authorize, and grant the address access to your account.

When you want to connect with multiple people in one place using a single email inbox, consider SupportBee’s shared inbox solution for collaborating and working with others. Mimicking an email interface, SupportBee allows you to effectively, efficiently, and safely converse with members of your team.

How To Create a Shared Inbox in Gmail: 5 Easy Steps

A better way to share an inbox in Gmail is to create a group. You can do this in 5 steps:

1. Go to Google's group page and sign into your account.
2. Create a group by clicking on the button in the upper left corner. Fill out the pop-up window with a name, email address, and description for the group. Choose your privacy settings.
3. Add your team to the group. Once you've added their email addresses, click on ‘Create group.’
4. Go to settings and scroll to the ‘Enable additional Google groups features’ section.
5. Select ‘Collaborative Inbox’ and configure the settings for your group. Be sure to save your changes.

Pros and Cons of a Gmail Shared Inbox

There are both pros and cons to creating a shared inbox in Gmail. Consider the following pros and cons before deciding whether a shared inbox in Gmail is the best option for your team.

Pros

• Connect and converse with multiple people using one email address
• Set up a collaborative inbox to send, assign, and track emails
• Use email distribution lists
• Includes features like assigning emails, labels, and filters
• With delegated email accounts and collaborative inboxes set up via Google Groups, members have their own log-in credentials
• Groups provide community forums where members converse via a bulletin board
• Google Groups is a good starting point for interacting with team members

Cons

• Too many people in a delegated account trying to access the account at one time may temporarily lock your account
• No reporting tools
• Doesn't have many collaborative features like internal notes or conversations
• No shared knowledge base
• If you don't have Google Workspace, shared inboxes don’t have the same level of support
• Better for small teams that don't require internal conversations or reporting

SupportBee provides an effective and effortless way to share an email inbox where you're able to collaborate with others within one email account. Each user has a unique log-in but is able to read, view, and edit emails within the shared box. Additionally, SupportBee gives you access to reports that measure trends and replies.

Final Thoughts

Google Groups is a suitable option for small teams, providing some tools to help streamline your workflows. Creating a shared inbox in Gmail is a good way to begin working with collaborative email. Your team has unique access to a shared meeting space where everyone can read, send, and delete messages.

SupportBee’s shared inbox takes it one step further and also supports internal collaboration so you can discuss emails with your team. Additionally, SupportBee offers other features such as knowledge base support, customer portal software for customer service, and integrations to further boost your team’s productivity.

Frequently Asked Questions

How to set up a collaborative inbox in Google?

1. Sign into Google Groups
2. Choose or create a group
3. Go to settings
4. Select ‘Collaborative Inbox’ under ‘Enable additional Google Groups features’

How do I have multiple people access a Gmail account?

The three main ways to share access to a Gmail account include:

• Sharing your email address and password
• Setting up a delegated account
• Creating a group

How do I create a group in Gmail inbox?

1. Sign into Google Groups
2. Click on ‘Create group’ in the upper left corner
3. Fill in the group information
4. Choose settings
5. Click on ‘Create group’