What is a Shared Mailbox?

A Shared Mailbox is an email inbox that many people can use. Multiple users can read and send emails from one email address.🤝Shared mailboxes do not have a specific username and password, thus there is no way to log into them directly. To access a Shared Mailbox, you must be granted access to use it. Once you have permission, you can add the shared mailbox to your regular inbox.

In contrast, a regular inbox has a direct log-in. It has its own username and password, and only you can use it.

Supported Email Types

Shift works with:

• Gmail hosted by Google
• Office 365 or Outlook hosted by Microsoft

Google and Microsoft handle shared mailboxes differently, so it’s important to know which one you are using.

How to Use a Shared Mailbox (Outlook) in Shift 

Using a shared mailbox in Shift is the same as using it in Outlook on the web (like Chrome or Safari). 

1. Get permission from your admin for the shared mailbox
2. Add the shared mailbox folder to Outlook
3. The shared mailbox will show up in your folder list
4. You can select the shared email address when sending new emails

Note that this is set up within Outlook itself.

For more help, see this link from Microsoft Support: Open and use a shared mailbox in Outlook on the web

How to Use a Shared Mailbox (Gmail) in Shift

Google refers to shared mailboxes as "Collaborative Inboxes."

1. Set up a Collaborative Inbox through Google Groups.
2. Use Shift to access your Collaborative Inbox just like you do in Gmail on the web from your native browser (e.g. Chrome or Safari).

Email Delegation (Gmail) in Shift

Since Shift is pulling in the browser version of your email client, using a delegated email account in Shift is the same as if you were accessing through Gmail on the web from your native browser (e.g. Chrome or Safari). Email delegation lets others (delegates) use your Gmail account. They can read, send, and delete your emails. 👀.

To add a delegate: 

1. Go to Settings (gear icon).
2. Click "Accounts and Import."
3. Click "Grant access to your account."
4. Click "Add another account" to add a delegate.

Note that this setup is completed within Gmail itself.

For more help, see this link: Google Support: Delegate and collaborate on email

When clicking into a delegated email account, Shift will not automatically open the delegated inbox in a new tab. The delegated inbox will take the place of your main inbox and there will not be an easy way to go "back" to your main inbox.

To open a delegated email inbox in a new tab:

1. Hover over the delegated email account drop-down.
2. Right-click and select "open in a new tab."

**The photo above shows where to go in your Gmail account to open a delegated email inbox in a new tab 

What's next?

Read more guides for Shift here.

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