Shared Gmail

Gmail Shared Mailbox: how to make it work

By 9th November 2018 No Comments

Gmail Shared Mailbox: what is it and how it can boost your company productivity? Let’s find it out together! In the past decade, Gmail has been a crucial tool in what concerns productivity and work collaboration. With more than 1 billion users, the huge platform is easily the most popular email provided on the internet.

Email, as we know and use today, has had quite an evolution in the past few years. You might have seen the rise (and also fall) of Google Inbox. Although ideas and solutions come and go all the time, we all must admit how email has unprecedentedly consolidated as the one online tool for most people and businesses. And adding collaborative functionalities to it is just another natural next step.

Since we’re talking about email collaboration, Gmail Shared Mailbox is such a useful tool for teams. All you need to do is set up the right way. Another important aspect to keep in mind is understanding how shared mailboxes have evolved with time. This research will help you know more assertively what kind of solution will work better for you and your business.


Old Shared Mailboxes

Gmail Shared Mailbox might look like a new thing, but it’s been around for a while — although not quite as it is today.

Let’s think about it quickly: your company has 3 employees working on customer success. Each one of them has its own email account, but it’s been showing itself as something very impractical. Mostly because your team has to exchange internal emails all the time, and it creates those infinite reply threads that make everyone get lost — especially your clients.

So a natural solution found then was to create a one single email account that the whole team was able to share.

When people first started using this method, there was no specific software to solve the problem, so how did they do that? Yeah, sharing passwords.

With many people using the same account, it became easier to delegate work and avoid multiple replies. But also many problems came with it.

Why are they wrong

These old shared mailboxes have a massive security gap. According to Sophos, one of the issues regards the increased vulnerability, and also the lack of control. How do you know who’s computer is hacked, or who naively let some information leak?

Shared passwords are time bombs for your business, and even if you trust each and every one of them, it’s undeniable how much risks increase with this practice.

Another issue with shared passwords is work management. It wasn’t clear who was working on what, and even if you tried to keep everything organized, information was lost daily.

Besides that, some people work faster than others, so it is common that peers let others do their work while they themselves do nothing. Controlling a team could be a nightmare. So of course a solution was developed.

Gmail Shared Mailbox: making it work

The development of new technologies and the allowance of features and extensions from Google made new solutions finally possible.

Nowadays, it is much practical for teams to have individual inboxes for each member, and share mailboxes or emails where there’s interest.

It works great because it solves every main issue caused by shared mailboxes:

  • Security: now every team member has its own account and password, making it harder for information to get lost — or also be hacked;
  • Delegation: managers now know who’s working on every specific task. It also helps team members to help each other — in case of holidays, or sickness, another member could continue its peer’s job.
  • True collaboration: To put it shortly, you’re now able to start your work and let someone else finish (or otherwise). You can comment on someone’s else work while not creating a thread. You can chat about emails with no interference on the actual message. All these functionalities brought clarity and a sense of participation that engages teams and makes work much more efficient.
  • Visualization: A Gmail Shared Mailbox doesn’t mix personal emails with team emails, so you and your team know exactly where everything is, and only you decide what you share with the others.

Why it is the right decision

By keeping work organized, you and your team only have advantages. For instance, a more aligned team is also a happier and more productive team.

Besides that, efficiency converts into more satisfied clients, which increase sales. So every aspect of shared inboxes is valuable for companies. All you need to do from now is research what kind of tool will work best for you.

Just keep in mind that you need to invest time, money and people to install such change into your business. Only you know how much of these resources you have available. So if you can’t afford your peers to stop a whole month to learn a new tool, look for simpler and easier to use platforms.


Gmail Shared Mailboxes come in handy for most companies who depend on email on their daily activities — which means most companies.

With internal email collaboration, the amount of emails goes down drastically, and only important messages will be sent. So look up for what the software market has to offer before choosing random solutions.

If not used well, these solutions might be a thorn in your side. Take your time do try and decide the best solution for your situation.

Please let us know if you use different strategies in your company in the comments below. We would be glad to discuss and learn more about new ideas.

Learn more about the benefits in Shared inboxes with Drag’s “The Ultimate Guide to Transform your Business with Shared Inboxes”. It was made to create awareness in companies in what concerns increasing productivity by using online tools. To download it, click in the button below:

Learn how to Transform your Business with Shared Inboxes by downloading our Ebook!

About Drag

Drag is a shared inbox, inside Gmail, for teams to manage emails, tasks, helpdesk and more from one single place. Try Drag for free.


Author Drag

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