How to create a Gmail shared email account

There are several reasons why teams may choose to use a shared email account on Gmail.

First, shared email accounts allow multiple people to access and manage it. Which can be convenient for teams and organizations. This means that all team members can collaborate on email tasks, such as responding to customer inquiries or scheduling meetings. They don’t have to rely on a single person to manage the email account.

Shared email accounts also allow team members to access important emails. And information is available from anywhere, anytime. Even when the primary user of the account is not online.

The practical side of shared email accounts

There are a few reasons that lead teams to share email accounts, some of them being:

Consistent brand voice

Another reason why teams may use shared email accounts is to maintain a consistent brand voice. With a shared email account, multiple team members can respond to emails using the same language, tone and signatures. This can be especially significant for customer-facing teams, such as sales or support, that need to maintain a positive brand image.

Efficiency

Shared email accounts can also help to improve team productivity and efficiency. They eliminate the need of forwarding emails around or spread information across multiple accounts or platforms. When multiple team members are able to access the same account, emails and todo’s can be centralized and distributed across team members in a more efficient way.

Improved internal communication

Shared email accounts can also make it easier for teams to track and manage email communication. That’s because all messages sent and received from the account can be accessed by all team members.Sharing a Gmail account can also provide teams with added control over their internal communication. With this technique, coworkers can see the collective inbox and all its tasks, which allows people to split tasks and avoid CC’ing and BCC’ing each other all day.

How to share a Gmail account

There are multiple ways to share a Gmail account with collaborators.

Sharing your password

The first way to share a Gmail account is simply by sharing login information. If two people (or a team) share a password, they can just log into the account from their devices. This practice, while not the most secure, is often used by smaller teams due to its simplicity.

Inbox delegation

Email delegation on Gmail allows users to grant access to their email account to other people, allowing them to send and manage emails on their behalf. On the flip side, this person isn’t getting direct access to your information or using other Google tools in your name. They are acting as an email assistant of sorts.This can be useful for teams and organizations that need to collaborate on email tasks and maintain a consistent brand voice and image in their communication. It’s also convenient for owners and managers who need to delegate their organizational tasks to employees.To set up inbox delegation, follow these steps:

1. Open Gmail and log in to the account that you want to share with others.
2. Click on the gear icon in the upper-right corner of the screen, then click on Settings from the drop-down menu.
3. In the Settings page, go to the Accounts and Import tab.
4. Scroll down to the Grant access to your account section, then click on the Add another account link.
5. Enter the email address of the person you want to share the account with, then click on the Send button.
6. The person you shared the account with will receive an email with a confirmation link. They need to click on this link to accept the invitation and gain access to the shared account.
7. Once they have accepted the invitation, they will be able to log in to the shared account using their own Gmail login credentials.
8. To manage access to the shared account, go back to the Accounts and Import tab in the Settings page. Under the Grant access to your account section, you will see a list of people who have access to the shared account. You can click on the Revoke access link next to their email address to remove their access to the shared account.

Google Groups Collaborative Inbox

Another aspect of Google Workspace is the ability to create and manage shared inboxes through Google Groups. They are mailing lists that can be accessed and managed by multiple users, allowing teams and organizations to collaborate on email tasks and maintain a consistent brand voice and image in their communication.

To create a Google Groups Collaborative Inbox in Google Workspace, follow these steps:

1. Create a Google Group or access the admin panel for your existing Group.
2. Click Group settings.
3. Find Enable additional Google Groups features and select Collaborative Inbox.
4. Go back to Group settings to set permissions and use the slider to determine roles, such as, who can view conversations or moderate metadata.

Issues with one email account for multiple users

While shared email accounts can provide teams with many benefits, they can also create some challenges and potential issues.

Miscommunication on shared emails

One potential issue with shared email accounts is that they can lead to confusion and miscommunication. Multiple team members access and manage the same account simultaneously. So, it can be difficult to keep track of who is responding to which emails and when. This can lead to misunderstandings and mistakes. Such as multiple team members responding to the same email or important messages being overlooked.

Loss of individual identities

Another issue with shared email accounts is that they can make it difficult for team members to maintain their individual identities and professional reputations. When multiple people are using the same email account, it can be hard for recipients to know who they’re talking to. This can make it harder for team members to establish and maintain their own professional identities, as their messages may not be clearly associated with them personally.

Privacy concerns on shared email accounts

In addition, shared email accounts can create security and privacy concerns. With multiple people accessing the same account, there is an increased risk of unauthorized access or misuse of the account. This can be especially concerning if the shared account contains sensitive information or if team members have different levels of access to the account.

Lack of Accountability

Furthermore, shared email accounts can make it challenging for team members to manage their email communication and tasks effectively. With multiple people using the same account, it can be difficult to keep track of who is responsible for responding to which emails and when. This can lead to missed deadlines and important tasks undone.

The overarching issue, however, is the fact that a shared account relies on each person being cautious. All have to be aware of the best practices to follow if you share a digital space with your team. From keeping it clean and organized to responding in a timely manner, it’s imperative that each person follows the purpose and rules of the shared mailbox.

Alternatives to sharing email accounts in Gmail

Overall, shared email accounts can provide teams with many benefits. But they can also create challenges and potential issues. It is important for teams to carefully consider the pros and cons of using a shared email account and to establish clear policies and procedures for managing the account effectively.

Of course, there are some alternatives to a shared email account on Gmail.

DragApp

What if instead of sharing login information or delegating messages, all relevant users could access the mailbox directly from their own gmail account? Our Gmail extension Drag allows your team to transform your shared inbox into an organized task list with multiple functions.

Assignments, reminders, file sharing, attachments, chats and many other tools that allow you to collaborate faster and easier. Start a free trial today!