G Suite

Everything you need to know about sharing an inbox in Gmail 

By 17th October 2018 February 5th, 2020 No Comments

Looking up to share Gmail inbox with your team? Here’s all you need to know.

To kick it off, share Gmail inbox will make your productivity just more natural. With new communication methods, you’re probably aware that sometimes it feels like email loses a little bit of efficiency — even though you still need it. But that’s why we’re rebuilding email.

Think about it, if you are on a team, wouldn’t it be amazing to share your mailbox and work collaboratively without having to use the same email address? Fortunately, it is already possible, if you leverage the right technology. Shared inboxes.

And Gmail is the right place for it. With many extensions available, you just have got to be assertive in the ones you’ll choose.

What came before email sharing

For many teams that depend on each other to complete tasks, or even teams that have multiple people working in the same position, collaboration and communication are essential.

This is a reason why most teams use different types of tools to solve this need. For many, a spreadsheet might solve, for others a CRM software, a task manager or email accounts. The main point is that these teams wouldn’t be able to organize work without tools like these.

Email sharing became so important simply because it unifies the workplace in a window that would be needed anyways. In case you’re still wondering, most things that happen in your team probably start and finish as emails.

Sharing the same email: a transitional phase

You have probably seen something like an account in which lots of people have access. Accounts such as “contact@yourcompany” are the most common idea when people idealize shared inboxes.

However, sharing the same password and not being able to track who’s working on that can be very dangerous. There’s so much more your email could be, which is why we’re sharing this information. We want people to know the real capability of their Gmail’s inbox.

New solutions, still some gaps

Besides the security issue just mentioned, shared inboxes as they are usually done would either depend on a third-party application that would change your email structure or it wouldn’t be collaborative enough for your team to gain productivity.

These were some of the main issues we faces while developing Drag back when it was just an idea. We wanted to deliver something able to simplify and unify work, but something that wouldn’t make users lose time or focus. And that’s when we knew Drag was going to change the game.

Drag: the ultimate solution to share Gmail inbox

Our software doesn’t add any new logins/websites for your team. It works straight from your Gmail Inbox. All you need to do is download it here and activating it into your inbox by clicking the Drag’s switch. And that’s it, you’re ready!

At Drag, we want to provide the best service possible, so we’re gathering the best of many worlds:

  • Shared inboxes
  • Kanban in email
  • Tasks
  • Checklists
  • CRM
  • Helpdesk
  • Centralize work in one single place, no there is more need to access tens of different platforms everyday just to get your team to communicate efficiently.

By doing so, we allow your team to learn faster and have less questions about what’s new. We also centralize work, because we have Helpdesk/CRM functionalities and shared boards inside your email. Basically we change everything, but we keep it visually the same.

The Kanban view is also incredibly helpful. By making all emails pop up visually, you can instantly understand in which stage everything is, and so you can spend less time on your email.

The fact that Drag works inside Gmail decreases drastically the time to be invested to learn about a new tool. It also centralizes work, by allowing Helpdesk to be managed within the same space as emails and To Dos.

Drag starts and stays for free, but if you want to unlock its full power, prices start at $3/month/user. We believe that simple solutions make everything better for both sides because they decrease the amount of new information you need to learn something new.

Here are some other features you can add to your cards in a Kanban board:

  • Delegation of tickets;
  • Customer info, such as phone number and company;
  • Progress bar;
  • Due dates;
  • Checklists;
  • Internal notes.

All of it. Right into your Gmail team inbox.

Share Gmail Inbox with simple clicks

1. This is the simplest click. Download Drag by clicking here.

  • Once you’re logged in and have Drag activated, all you have to do is follow these steps:

2. Click on Manage Boards; Type a name for your new board;

3. To confirm your new board, click Add.

4. Click the Boards drop down button;

  • On the chosen board, click the Add People button;
  • Type the email accounts you want to share your board with;

5. Click on the Invite button. And you’re done!

Other softwares

If you want to take a look on the competition, there are plenty of other apps when it comes to share Gmail inbox. Softwares like Intercom, FrontApp and HelpScout each provide very good specific features that make email work very well — although each of them also has its flaws.

The main thing is to look up to what matches best your company, and how much it costs. Sometimes the most expensive software isn’t the best — or most complete.


After analyzing what’s the history of shared inboxes, it’s clearer to understand to which direction it is pointing to, so take some time to let it sink in and then take your decision.

After some research, you’ll probably realize how simply shared inboxes can be — and their potential when it comes to team communication and productivity.

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


Samantha Anacleto

Author Samantha Anacleto

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