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Your business

Gmail: Send and reply from a shared inbox address

A shared inbox is an address your team answers together, like build@ or info@. We set it up as a Google Group: every email to it is kept in the group, so anyone you add later sees the whole history. To reply as the shared address instead of your own, add it to Gmail once with the steps below. It takes two minutes.

Requirements

You need Notes
Membership in the shared inbox We set this up. If you don’t get its emails yet, email help@teamwildcard.ca with the address and who should see it.
The shared address For example build@yourbusiness.ca.
Gmail on a computer These settings are only on the website, not in the phone app. Once added, the address also works on your phone.

Steps

  1. Open Gmail's Accounts settings and sign in with your work account if asked. Or, in Gmail, select the gear at the top right, then See all settings, then the Accounts tab.

    The gear at the top right of Gmail and the Quick settings panel, with See all settings at the top
    Picture: Gmail

  2. Next to Send mail as, select Add another email address. A small window opens.

    The Accounts tab in Gmail settings, with Add another email address under Send mail as
    Picture: Gmail

  3. Type your business name in Name, for example Homes By Imagine. This is what people see in their inbox. Type the shared address in Email address. Leave Treat as an alias ticked, then select Next Step.

    The Add another email address you own window with the Name and Email address boxes filled in, Treat as an alias ticked, and the Next Step button
    Picture: Gmail

  4. Select Send Verification. Google emails a confirmation link to the shared address, and the window says the email was sent. You can close it.

    The Verify your email address window with the Send Verification button
    Picture: Gmail

  5. The confirmation email lands in the shared inbox within a minute. If it isn't in your own inbox, go to groups.google.com, select the shared inbox, and open it there. Select the long link in the email to confirm.

    Google's confirmation email in the shared inbox, asking you to select the link below to confirm the request
    Picture: Google Groups

  6. Back on the Accounts tab, the shared address now shows under Send mail as. Under When replying to a message, select Reply from the same address the message was sent to. Gmail saves it on its own.

    The Accounts tab with the shared address under Send mail as and Reply from the same address the message was sent to selected
    Picture: Gmail

Check it worked

  1. Open an email that was sent to the shared address and select Reply all.
  2. The From line shows the shared address, not your own.

How to use it day to day

You want to Do this
Answer an email sent to the shared address Select Reply all. Your answer goes to the sender and is saved in the shared inbox, so your team can see it. A plain Reply reaches the sender but skips the shared inbox.
Start a new email as the shared address In a new email, select the From line and choose the shared address. Add the shared address in Cc so the email is saved in the shared inbox too.
Answer personally Change the From line to your own address before you send.

Source: Gmail Help: Send emails from a different address or alias.