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How to Manage Your Gmail Shared Mailbox
Topics in this Article:
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 Download a List of Group Mailbox Members
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.
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.
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
You can search for members by name, email, or role type on the dialog box shown below.
How to Add New Members
Complete each box to add a new member to the shared mailbox group.
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.
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:
- Select the triangle next to a member’s current role.
- Choose one of the permissions described above.
