This guide will show you how to navigate and utilize the features of Google Groups Collaborative Inbox at groups.google.com to effectively manage emails as a team by allowing individuals to claim (or assign to others) messages from a shared inbox.
Benefits of a Collaborative Inbox:
- Improved Communication: Everyone stays on the same page and can access email history.
- Enhanced Team Workflow: Assigning emails fosters accountability and efficient task management.
- Increased Transparency: Team members can see the progress of email communication.
Accessing the Collaborative Inbox
- Go to groups.google.com: Open a web browser and visit groups.google.com.
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Locate "My Groups" on the left side of the page. You should see the group name.
Pro tip: On the far right of the group entry, click the Starto favorite.
Taking Charge of Emails
- Reading and Responding: Like in Gmail, you can read emails sent to the group and reply as needed. Compose your response in the dedicated reply box.
- Assigning Conversations: For emails requiring a specific team member's attention, click the three dots (...) next to the email and choose "Assign." Select the team member from the list and add a comment if necessary.
- Marking Conversations: Keep things organized! After handling an email, mark it as "Completed" or "No Action Needed" using the options available next to the email (three dots menu).
Additional Features
- Labels: Group emails with relevant keywords using labels (similar to Gmail). Click "Labels" on the left-hand side to create and manage them.
- Search: Locate specific emails using the search bar at the top of the page. Refine your search by sender, recipient, keywords, or labels.
- Filters: Set up filters to automatically categorize emails based on pre-defined criteria (sender, keywords, etc.). Go to "Settings" (gear icon) > "Filters and Labels" to configure your filters.
Learning More
- Official Google Support: For a deeper dive into Collaborative Inbox features, refer to Google's official support page: [Link to Google Support page on Collaborative Inbox]
- Adding/Removing Members: Designate a group owner to manually add or remove members to your group, as collaborative inboxes are not ISS-automated groups.
Action Items
- Set up an Email Alias: When receiving emails directly from family members, reply to them using the collaborative inbox group email address. This ensures all family communication is routed back through the shared inbox for consistent tracking and collaboration. [Send emails from a different address or alias]
- Create Email Templates: Save frequently used responses within your collaborative inbox. [Link to Google Support page on Email Templates]
- Set up a Gmail Filter: Create a filter in your instance of Gmail so you can easily locate correspondence to the collaborative inbox. [Link to Google Support page on Email Filters]
Need Help?
Don't hesitate to contact support@blakeschool.org if you encounter any issues or have further questions
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