Shared Mailboxes: Google Groups Vs Delegated Access

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Күн бұрын

Shared mailboxes can be incredibly useful tools for your business, but which which one is right for you? This week we compare Gmail's Delegated Access with Google Groups. Stay tuned!
Chapters:
0:00 Intro
0:21 Which is the best option for you?
0:30 Google Groups Overview
1:24 Collaborative Inbox within Google Groups
1:53 Delegated Access Overview
3:00 Demo of Delegated Access
3:32 : Labels & Filters in Delegated Accounts
4:34 Google Groups Demo
4:55 Manually adding labels in Google Groups
6:18 Google Group Settings
6:29 Hiver - 3rd Party Solution
8:21 Conclusions
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Пікірлер: 45

@radeklukas 4 ай бұрын

very helpful, thanks! no fluff, no beginner "how to turn your PC on", straight to the point with" in depth " use case

@dabe1971 2 жыл бұрын

Still cannot believe Google haven’t fixed Gmail so we have a decent shared mailbox experience. They acknowledged they were lacking it years ago and it’s embarrassing that Outlook still beats them hands down.

@Damsoncloud 2 жыл бұрын

Thanks for your feedback. What features would you be looking for when it comes to shared mailboxes?

@Borsaid 2 жыл бұрын

@@Damsoncloud How about these features? That Google themselves said over 2 years ago were coming. kzfaq.info/get/bejne/mqmGfdKK0L_dZp8.html

@JRemy617 2 жыл бұрын

@@Damsoncloud Great, short informative video. I think what most would like is similar to what Exchange / a lot of email clients offer. You can create a shared mailbox for free, but nobody can log into it. You give users access and it shows up in your folder pane so you do not need to navigate to google groups to send a gmail. I do like how you referred to it as a message board but when it’s email enabled that changes things.

@bernardcassar6669 Жыл бұрын

@@Damsoncloud labels filters and the ability to send email out externally from the groups app rather than making an alias for users added to the group to send email from the groups email

@MatiasPoisson Жыл бұрын

I agree! Also I completely regret of staying on workspace and not moving to M365. The enterprise functionality is extremely poor compared to Microsoft service and the integration between services is even worst.

@jaymontalvo5961 2 жыл бұрын

Thank you for this explanation! Very helpful!

@Damsoncloud Жыл бұрын

Glad it was helpful!

@fusillertube Жыл бұрын

well explained, thank you

@Damsoncloud Жыл бұрын

Glad it was helpful!

@chrisbarnes6368 2 жыл бұрын

Wow - I have been banging my head against a wall looking for a clear explanation of the difference between a shared inbox vs a google groups. This was an OUTSTANDING answer to what I was looking for. Well done! Now that I understand, I only need to figure out how to actually get the "Delegation process" to work. I have set the permissions as outlined in kzfaq.info/get/bejne/rbx3pK2Dmp2wk5c.html, but the option still is not showing up in the individual account options .

@kensingh9527 Жыл бұрын

Takes 24 hours for the delegation settings to show up for your users after you turn it on as a Superadmin. Another random annoyance for an already very unclear process.

@peterhabibjn8308 2 жыл бұрын

Great video

@Damsoncloud 2 жыл бұрын

Thanks!

@ncatwell 2 ай бұрын

This was very helpful! I did notice though that when under the delegated email I'm not able to change the the senders e-mail.

@ExecutiveAssistant-yb5xp 2 ай бұрын

Amazing video, 1 question though. Do your setup sync with the main owner of the gmail account? I'm an outlook user recently swicthed to gmail and I was given delegate access to organize my boss's gmail and I want to set his gmail account like mine withe the labels and multiple inbox and such.

@nylophone5730 Жыл бұрын

Could you please do a video on Delegated Access Vs Collaborative Inbox with Google Workspace? Trying to decide which is best for me

@wistfulwriter7 Жыл бұрын

Hello, does Hiver or something like it have a feature where you can chat next to each email? That's a feature of another inbox management company, but you have to have your email go to an entirely separate place, and I am tied to my google labels and need my assistant to have access to them. The only use I have for it is for my assistant to help me manage the 100 or so emails I get a day. Any tips on add-ons or overlays I can use (especially that would be helpful with a PA) would be hugely appreciated!

@maneletto 2 жыл бұрын

Great Video! I use groups and so far we have managed to manage a shared email. However, as the team is growing we see the need to use third party CRM meaning that the groups email now needs to belong to an independent user.. Is there an best practice to migrate from a groups collaborative email to a delegated email workflow? Thank you!

@Damsoncloud 2 жыл бұрын

Hi Manuel, Great Question. You can not migrate data out of google groups. Which means if you are using google groups and want to switch to a delegated mailbox setup you need to start fresh really. You could still have access to the collaborative group as an archive. Or if the email was also in a users inbox it could be migrated. But that would be messy as it would be mixed in with their emails You can migrate data into google groups but not out. As it’s essentially a message board system not email (on the backend). So it would be quite hard, in answer to your question!

@dronefilmsgermany Жыл бұрын

I have a few shared mailbox in MS Exchange with delegation and would like to migrate them to google workspace. can you guide me how to migrate them. For the other mailboxes i will use the google data migration service. But for shared mailbox i am a bit confused if the same service will migrated shared mailboxes from Exchange to Google Workspace.

@ChrisJasonSteve Ай бұрын

Is it possible to view a delegated email in the Gmail app? I have delegated my email to someone, but they are unable to view it in the Gmail App on IOS.

@sarabjketo 2 жыл бұрын

Hi! How can I pass from a group to a delegated access?? Because now I have a group but I think it would be better to have a delegated email to filter, tag, and create rules. How can I use the same email address?

@Damsoncloud 2 жыл бұрын

If you are using google groups and want to switch to a delegated mailbox setup you need to start fresh really.

@dronefilmsgermany Жыл бұрын

Hi, is Collaborative mailbox the equivalent of shared mailbox in o365?

@suzannahwilliams5423 2 жыл бұрын

I'm starting a new business with one employee for a web business and very new to Google workspaces. Ive watched a bunch of videos and like your style - hence asking a question. I cannot work out if aliases or delegated mailboxes would be the way to go for me. If aliases - which user would get them? We will both need to be able to answer contact@....from contact@. I have watched the above but it doesn't touch on aliases in this way - and if a delegated address would work better. Should I allocate this alias to my employee and make myself delegated to their email? Can we both send from contact@? I cannot find another video discussing a comparison between aliases and delegation. Any advice gratefully received.

@Damsoncloud 2 жыл бұрын

Hi Suzannah, I just want to clarify that groups is the other option, rather than aliases, that you should be looking for within google. Alias should really only be for an individuals account that has just a different spelling or Nick name. Delegated is specifically for a shared mailbox scenario. If it’s a simpler setup and you just want to receive and send as an address then groups is easy. You can send from any group and receive once you are a member. If you want to just send as contact, they could use "send mail as" and use recipient forwarding or address mapping to forward messages to each mailbox. Hope that helps

@hugowiffen9037 Жыл бұрын

With a delegated mailbox, is it possible to see which delegate sent/replied to an email?

@bethmcdonough5480 10 ай бұрын

This is such a great explanation! I think delegating is really what my company needs, but am now trying to determine if I need to set up the account as its own user. Currently, my desired email account belongs to one of my users - I can create an alias for her, but all of the emails to her alias are showing up in the delegated account. Am I missing something, or is this inevitable?

@Garethr83 5 ай бұрын

Did you sort this?

@mikeilg3362 2 жыл бұрын

Would you happen to have a reference video on how to setup a collaborative inbox for a customer support team? Trying to explore some options, but I didn't realize Gmail Delegated Access was a product too! Which product do you think would be most similar to Outlook shared inbox?

@Damsoncloud 2 жыл бұрын

Hi Mike, this video might help! It's how to set up delegated access in Gmail. kzfaq.info/get/bejne/rK6PipNlp6zJomg.html

@user-cl1ds6fr2x 8 ай бұрын

How do you set up a delighted access so a number of people can share and so you don't have to keep signing in. Thanks in advance

@Saywhatohno 2 жыл бұрын

great Video!!! in the groups, when I try to assign email to someone and type their name, i dont see it? I have to type in the full address?

@Damsoncloud 2 жыл бұрын

Hi Fahad, I would suspect the only email addresses that would auto-populate would be ones that are located in your Google Contacts. Are the name and email address located in contacts.google.com?

@georgetheodoridis3201 2 жыл бұрын

So with collabroative inboxes, whose account does the storage count against?

@Damsoncloud 2 жыл бұрын

Great question George. With the collaborative inbox it is a Google Group so it does not count towards any individual users account storage. Unless you are having the emails also forwarded to the users inbox which is an option but is not necessary. - Fintan

@portman8909 2 жыл бұрын

Delegated access seems more convenient for users, but it's more of a pain to manage than google groups for admins.

@Damsoncloud 2 жыл бұрын

Thanks for the feedback John!

@allureuseph3436 2 жыл бұрын

Hey I hope you can help me. I am the super admin of our organization, I have the mail delegation turned on however, I still couldn’t see the Accounts and Import tab to add a new account or grant access.

@Damsoncloud 2 жыл бұрын

This seems a little odd. Is the setting implemented across the domain or just on a specific organisational unit? Once the delegated feature is turned on you should be able to see it in your own gmail account to delegate access. Fintan

@Irisseesall 2 жыл бұрын

Or if there a concern that your being hacked? This is and can be set up without your knowledge. Stay informed and updated in technology other wise you can become a victim to anyone who has poor intent.

@Damsoncloud 2 жыл бұрын

You have to set it up yourself. You should have a look at this video because same same message applies. Be cautious as always and only give access to people you trust. kzfaq.info/get/bejne/gbSYZr2puryvdHk.html