If you are working in a team, then you must be familiar with sharing an email inbox. Sharing an email inbox can be helpful, but it can also become a nightmare if not managed properly. In this article, we will guide you on how to manage a shared email inbox like a pro.

Establish Rules and Protocols

Before sharing an email inbox, it is essential to establish the rules and protocols on how the inbox will be managed. You need to decide who is responsible for checking the inbox, responding to emails, and handling the emails that require follow-up. It is vital to ensure that everyone is on the same page, so there’s no confusion or blame-shifting when things go wrong.

Use Labels and Filters

One of the best ways to manage a shared inbox is by using labels and filters. Gmail, for instance, offers automated filters to categorize emails as they arrive, which makes sorting emails faster and easier. You can customize the filters to label emails and assign them to specific team members to ensure that everyone stays on top of their tasks.

Turn on Email Notifications

To manage a shared email inbox effectively, it is crucial to turn on email notifications. Email notifications alert you when there are new messages, which can help you respond promptly. However, it would be best to ensure that everyone receives notifications to avoid multiple responses to a single email.

Create Email Templates

Creating email templates can save time and energy when responding to commonly asked questions. You can create templates for frequently asked questions or standard responses, which can be used by everyone. Creating email templates can ensure that every response is consistent and saves time.

Use a Third-Party Tool

Another effective way to manage a shared email inbox is by using a third-party tool. Many third-party tools offer features that can help you manage a shared inbox better. Tools like Hiver, Front, and Shared Inbox can help you automate and organize emails, assign emails to team members, and ensure that nothing falls through the cracks.


Managing a shared email inbox can be challenging, but these tips can help you stay on top of the emails and ensure that everything runs smoothly. Establishing clear protocols, using labels and filters, turning on email notifications, creating email templates, and using a third-party tool can make the process more efficient and less stressful. By following these tips, you’ll be able to manage a shared email inbox like a pro.

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