At Cloud Sultans, our mission is to help small and large businesses to better collaborate and achieve high productivity with their teams by maximising the power of Google Workspace (formerly GSuite).
In today’s digital age, email security is paramount. Sharing passwords with others may seem convenient, but it poses a significant security risk. Fortunately, Google offers a safer and more efficient way to collaborate with colleagues through the delegation of shared mailbox in Gmail. In this guide, we’ll walk you through the steps to enhance your email security and productivity.
Why Delegating Shared Mailbox in Gmail Matters
Imagine you’re running a small business, and you want your team to access a common email account for customers. Using a shared email account for customer inquiries may tempt you to share the password as a quick solution, but this practice exposes your business to vulnerabilities. Let’s explore why delegating Shared Mailbox in Gmail presents a more secure alternative:
1. Enhanced Security:
When you delegate access, you maintain control over your primary account while granting limited access to others. No more sharing sensitive passwords!
2. Efficient Collaboration:
Delegating allows multiple users to access and manage the mailbox simultaneously, improving team productivity.
3. Clear Accountability:
Each user has their own login, ensuring accountability for actions taken within the shared mailbox in Gmail and more clarity for the recipient as the message can have the mention from: help@cloudsultans.com sent by jeremi@cloudsultans.com for instance.
Please note that this mention can be removed and the recipient will never know who sent the message. You can sign it as The Support Team.
The capability to delegate a shared mailbox without requiring sharing of the user’s password using GAM* is another utmost GMail security measure, particularly during critical situations when your employee is on sick leave and you need to access his account for business continuity, where the seamless delegation of responsibilities becomes a vital necessity.
*GAM is a free, open source command line tool for Google Workspace Administrators to manage domain and user settings quickly and easily using APIs. We will make an full article about it soon so don’t worry
Step-by-Step Guide to Delegating Shared Mailbox in Gmail
Step 1: Sign in to your Gmail account using your credentials.
Step 2: Access Your Gmail Settings:
by clicking on the gear icon in the upper-right corner and select “See all settings.”
Step 3: Navigate to the “Accounts” tab
You can find this at the top of the Settings page. Then find the “Grant access to your account” to add another email address.
In the “Grant access to your account” section, you’ll find the option to “Add another email address.” Click on it to proceed.
Step 4: Add the email address you want to delegate
when a pop-up window appears. Enter the email address of the person you want to delegate access to. Click “Next Step.”
Please note that you can only grant access to Google accounts in the same company as yours or between free Gmail’s interface (Gmail.com, Gmail.fr, Gmail.it,etc.)
Step 5: Gmail will ask you to confirm the delegation.
Ensure the correct email address is listed before clicking the next step.
Step 6: Notify the delegate
and he will receive an email notifying them of his new access rights. They should click the link in the email to accept the delegation.
Step 7: Accepting Delegation
Once the delegate accepts, they can access the delegated mailbox by clicking their profile picture in Gmail and selecting the delegated account as shown in the next picture.
Tips for Efficient Collaboration:
- Clear Communication: Clearly define the roles and responsibilities of each delegate to avoid conflicts.
- Revoking Access: You can easily revoke access if needed by going back to your Gmail settings and managing delegated accounts.
- Regular Updates: Keep each other informed about important emails and actions taken within the mailbox.You can implement using labels to sort email based priority,type and status and adding colour codes to streamline your email management and keep your inbox well organised.
In today’s interconnected world, email is a critical tool for communication and collaboration. However, protecting your email accounts is equally important. Delegating shared mailbox in Gmail is a simple yet effective way to enhance your email security while fostering collaboration.
By following this step-by-step guide, you can provide your team, family, or colleagues with the access they need without compromising your account’s security. Remember, convenience should never come at the cost of security, and with delegated shared mailbox, you can have both.
So, take the proactive step today, delegate shared mailbox, and experience the peace of mind that comes with enhanced email security and efficient collaboration. Your Gmail account and your collaborators will thank you for it!
Any questions, comments, or reactions about our article, we’re happy to hear that in the comment section below. We always love diving into healthy discussions. If you also feel that you haven’t been using Google Workspace at its best, reach us at contact@cloudsultans.com. We offer free consultation or system audit to find you the best possible solution.
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