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How to Manage Your Gmail Shared Mailbox

This article provides instructions on how to access and manage shared mailboxes in Gmail.

Topics in this Article:

Overview

Benefits of Using a Shared Mailbox

How to Access Your Gmail Shared Mailbox

Membership Management Instructions for Mailbox Managers

How to Search for Specific Members

How to Add New Members

How to Download a List of Group Mailbox Members

How to Change Member Roles

Overview

Gmail Shared Mailboxes are a collaborative feature within the Gmail email service. These shared mailboxes are designed to help you communicate and collaborate among groups of users within Rice University.

Benefits of Using a Shared Mailbox

Here are a few ways you can use your Gmail Shared mailbox:

Collaborative Email Management

Gmail Shared Mailboxes enable multiple Rice users to access, manage, and respond to emails sent to a specific email address or mailbox. This shared mailbox can be used for various purposes, such as committee collaboration, managing a departmental email account, or collaborating on a project.

Shared Access

Rice University users with access to a shared mailbox can view, send, receive, and organize emails just like they would with their personal Gmail accounts. This feature allows teams to work together without the need to forward emails or share login credentials.

Consolidated Inbox

Each member of a shared mailbox can see emails from the shared mailbox alongside your own personal emails in the Gmail interface. This consolidated view makes it easy to manage both personal and shared correspondence efficiently.

Email Organization

Members of a shared mailbox can apply labels and filters to categorize and organize emails within the shared mailbox, making it easier to sort, search, and prioritize messages. This feature helps streamline workflow and ensures that important emails are addressed promptly.

Collaborative Features

Shared mailboxes come with all the collaborative features of Gmail, including real-time collaboration on composing emails, chat integration, and the ability to share documents and files through Google Drive.

Mobile Accessibility

You can access shared mailboxes through the Gmail mobile app, which allows you to view, manage, and respond to emails on your mobile device.

How to Access Your Gmail Shared Mailbox

Step 1: Open a web browser and navigate to https://mail.google.com and sign in with your NetID@rice.edu email address (you will be redirected to Rice NetID login if you aren't already authenticated).

Step 2: Select your profile picture in the upper right corner. Click to select the mailbox that you would like to access from the options in the dropdown menu.

screenshot of delegated accounts dialog box in Gmail

Selecting a mailbox will open a new browser tab, showing the selected shared mailbox. Once logged in, you may manage, write, and send emails on behalf of the shared mailbox.

Membership Management Instructions for Mailbox Managers

Shared mailbox managers can perform the following tasks:

  • Manage access to shared inboxes
  • Set access permissions
  • Monitor activity within shared mailboxes
  • Configure filters, labels, and rules

 Use the steps below to manage your shared mailbox and its associated members.

Step 1: Open a web browser and navigate to https://mail.google.com. Sign in with your NetID.

Step 2: Select the group of your shared mailbox for which you would like to update permissions. The group name will appear in the format of <shared email address name>-group. In the example below, the group name is: ExampleOrgAccount-group@rice.edu.

screenshot of list of delegated shared mailbox accounts in Gmail

Step 3: Select People > Members to view the list of group members. You can then search, add, and manage permissions.

How to Search for Specific Members

screenshot showing the three steps to search for members in Gmail shared mailboxes

You can search for members by name, email, or role type on the dialog box shown below.

screenshot of search dialog box

How to Add New Members

screenshot showing adding new members dialog box

Complete each box to add a new member to the shared mailbox group.

screenshot showing adding new members information box

How to Download a List of Group Mailbox Members

Select the area shown below to download a list of members. The downloaded list of members will appear in your Downloads folder or wherever your browser is set to save downloaded files.

Screenshot showing area to download group of mailbox members

How to Change Member Roles

You can set the permissions for any member by changing their assigned role.

 Owner Permissions

  • Delete the group.
  • Add additional owners, managers, and members.
  • Change settings for another owner.
  • Export group messages via Google Takeout.

 Manager Permissions

  • Add additional members or make another member a manager.

 Member Permissions

  • Access, respond to, and delegate email messages.

 To change member roles:

  1. Select the triangle next to a member’s current role.
  2. Choose one of the permissions described above.

screenshot showing options for changing member roles



KeywordsGmail, shared mailbox, manage mailboxes, Rice Gmail   Doc ID136062
OwnerNicole D.GroupRice U
Created2024-03-14 13:06:19Updated2024-03-20 17:29:25
SitesRice University
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