Using a shared mailbox increases both visibility and transparency.Any response will come from that same shared email account and be visible to all of the mailbox’s users. Your team members can easily add the account to their own email client without the need for duplication.By creating an email account dedicated to team email management, you’re creating a central hub for emails to go to, such as the group email address option, while leaving the account with its own mailbox.
OUTLOOK PRIVATE EMAIL SHARED MAILBOX HOW TO
Instead of struggling over unseen and unsent emails, you might want to consider learning how to manage a team-shared mailbox.Below are reasons why a shared mailbox can be beneficial for teams. It also simplifies task monitoring, enabling everybody to be on the same page with project updates. Having a shared mailbox makes it easier for teams to track the exchange of messages and identify accountability. The Benefits of Switching to a Team Shared Mailbox You can do the same for Outlook by clicking Message > Delete > Ignore Conversation. To mute a conversation, click More (three dots) in the Gmail menu and select Mute. There are team conversations in email that do not necessarily include everyone on the mailing list, and seeing one’s inbox pile up with unread messages can hamper productivity (not to mention be really annoying). You can teach Gmail to recognize which are important to you by clicking the “Important” marker next to a sender’s name so that all future emails will be automatically filtered. To do this, go to Settings > Inbox, then select which inbox type you want to appear at the top. You can set Gmail up to show you the emails you deem urgent and important first, so nothing critical gets lost in the flood of messages. You can also assign a color category to emails for easy, at-a-glance visualization. Select the category you want to change and Rename.
One of the useful team management tools in Outlook is the ability to group emails as you see fit simply go to Home > Categorize > Tags > All Categories. Given the volume of emails exchanged within teams, it helps to see messages categorized according to project, due date, or what-not. This will move everything from the past into that specific folder while automatically sending all future emails from this sender to your assigned folder. Choose the folder when you want the messages to be transferred, then select OK. If you want to place all the messages that have come in from a specific sender into one Outlook folder, all you need to do is right-click the message and then select Create. Here are some Outlook and Gmail tips and shortcuts that might help. Most organizations use either Gmail or Outlook for their ability to accommodate a multitude of users. Managing team emails entails sifting through hundreds, possibly thousands, of sent and received messages a day. There has to be a way to make this simpler and more streamlined, right? Fortunately, there ARE team email management strategies that aren’t as complicated. However, you might find that this creates unnecessary duplication, and the replies your employees send out might create new and private threads that the rest of the group would have difficulty seeing.įorwarding is another method that you might have used, but deciding between using a CC (carbon copy) - which would let everyone know who everyone else is talking to - or BCC (blind carbon copy) - which cuts down on potential email spam - can make for even more email-based confusion. This means that when you send out an email it will reach the entire team. Identifying the Challenges of Team Email Communicationīased on the features provided by most common mail services, you might have tried solutions like subscribing a whole team to a group email address. What are some of the red flags that hint it’s time to revisit the way your team communicates? We discuss some tried-and-tested email management tools here. In an increasingly remote setting, knowing how to maximize email tools to support group dynamics is crucial. One of the biggest roadblocks to a collaborative environment is failing at team email management. On some occasions, you might see inter-team coordination falling by the wayside, with increasingly convoluted email threads and complicated forwarding requirements.
As more of your customer data and communications are stored online, coordinating across teams becomes even more difficult.