Shared Inbox

Shared Mailbox in Google: different ways to use it

By 8th May 2018 October 9th, 2019 No Comments
shared mailbox gmail

Having a shared mailbox in Gmail might sound a bit challenging in the first place, but it can be much easier than you expect. Some external tools allow teams to collaborate on email. Others, like Drag, allow teams to do it right from inside Gmail, in a Gmail Team Inbox.

Regardless of the workflow your team uses, there is always a different method your team members can adopt to collaborate on Gmail. That’s why we present some options for you in this article.

We have already talked about how to manage workflows with Kanban in Gmail in different ways, such as planned by date, or the style of your team. Today, we will share some ideas on how to use a shared mailbox in Gmail.

Before we start, a brief introduction: Drag turns Gmail into Trello-like (Kanban) boards. Boards can be used individually or as shared inboxes. Below are some case studies on how teams can collaborate on Gmail by using Drag.

Divide your company into business areas

shared mailbox in Gmail

With a Drag shared mailbox in Gmail, you can create a specific board for each area of your company. Then peers can collaborate easily without compromising everyone else.

These channels work great for communication and collaboration. Everything happens inside your inbox and only the concerned people will be involved in certain boards, according to their roles inside the company. Also, giving individual teams a specific board to work on helps members to get a bigger sense of connection and belonging as well.

For example, you may want to set a board for your customer support team, board for your sales team and for your PR team. This way, each area can work independently and collaboratively on their specific tasks.

Just reminding that Drag boards are in Trello-like (kanban) style, which gives another boost to your team productivity. They’re not only shared, but also much more visual.

Share boards with clients

When you work with your creativity, for instance on marketing agencies is very common to have the clients on board for collaboration and approvals. With a collaborative inbox, you can add your customers’ emails to the conversation, inviting them to the board and getting real-time feedback.

This method may work very well for freelancers or consultants, for example. By the way, if you are a freelancer, check out this Ultimate list of apps & resources for freelancers.

Of course, it depends on what type of project you and your team are working on. Sometimes it’s not useful to have a client on each step of the process because it can slow down the whole thing. Just keep in mind that it works as well.

Create boards for internal projects

shared mailbox gmail

If you are a Startup, you are probably performing some internal little projects across different teams in the company. For example, while you may have some people focused on fundraising, another team may be focused on executing that big launch plan for your next major release.

With multiple Shared boards in Gmail, you can set different boards to manage their specific internal projects, with their respective members involved.

Divide your big projects into taskforces

If you have a big project ahead and don’t plan to divide your team, you can set boards for each task force. So let’s say you’re starting with some people for one quarter, but then some more are being expected for the next quarter.

If different teams are working in each force, you can specify who’s working on each step of the project, creating more reachable milestones.

The sense of accomplishment gets very high when you separate work in smaller goals. So, creating short-term boards can help your team feel more motivated as well.

Overall Benefits of a Team Inbox

shared mailbox Gmail

The next step of sharing inboxes with a team has amazing features, in a basic explanation, here are some of them:

  • Kanban: this visual tool helps email to get much easier to see and understand;
  • Emails or tasks become cards;
  • Centralized work: all your tasks and emails stay in one place;
  • Keeping teams well aligned: it helps everyone to understand what step work is;
  • It’s much easier to delegate work;
  • Your team becomes faster;

 A step-by-step guide to using your shared mailbox in Gmail

Don’t overthink Shared inboxes, they’re quite simple to set up. To turn Gmail into it, you’ll need the following steps:

  1. Download Drag Chrome Extension;
  2. Create your boards;
  3. Invite your teammates to boards.

Now you can start collaborating in Gmail with your team. Also, your emails get many other functionalities, such as:

  • Drag’n’ drop;
  • Due dates;
  • Notes;
  • Checklists;
  • Multiple boards;
  • All of the above shared with your team.

You can have all of it. Right into your shared mailbox in Gmail.

Have any other use case for Shared mailbox in Gmail? Please email us at as we would love to hear 🙂 


A shared mailbox in Gmail works for companies in many different ways. All you need to do is set up what works best for you and start making use of it. As you just saw, it’s very simple to set up and use, so no more excuses when it comes to team productivity. 

It doesn’t matter if you’ll use it just like an email or turn CRM, Help Desk or Projects on, shared inboxes can increase productivity and boost your

What now?

Drag is The Everything Inbox for Teams – one single place to support customers, manage tasks and close deals, from the place teams love – Gmail. We are Techstars-backed Company, trusted by 30,000 users around the World.

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