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Send emails and automatically reply from a shared email address

Gmelius Updated by Gmelius

You've set up a shared inbox for hello@awesome.com. See below how Jane, your rep can set up to reply automatically as hello@ and not as jane@awesome.com to all emails routed to a newly-created shared inbox. 

Set up "Send as" 

This is a one-time setup which takes 30 seconds:

  1. Click on the gear icon of your Gmail inbox (top right corner) to access Gmail settings;
  1. Select the Accounts tab;
  2. Under Send mail as: click on the 'Add another email address' (e.g., hello@awesome.com);
  1. In the Name field, enter the sender's name that you want your email recipients to see (e.g. Jane from Awesome)  and in the Email address field, enter the shared mailbox email address (e.g. hello@awesome.com) and check the box "Treat as an alias";

If you are setting up this option for an email address other than your shared inbox, click on "Learn more" before checking the box  "Treat as an alias"

  1. Click 'Next Step' and then 'Send Verification'. Gmail will send a verification message to your shared mailbox email address (i.e. hello@awesome.com) to confirm the request.
  2. Once the email has been received, open it and either click the link included in the message or enter the confirmation code in the Accounts section of your email settings (hit Verify).

Automatically reply from your newly created email address

You can further set up your inbox to reply from the same address the message was sent to. In our example, this means that Jane, will be replying to all emails sent to the shared inbox hello@ from hello@awesome.com. To do this, go to the Accounts tab in your Gmail, and switch on the below setting:

 

This is an inbox specific action and needs to be repeated for every user under the shared inbox configuration. 

Create a custom signature

Finally, your teammates can set up custom signatures to be displayed when replying from the shared mailbox email addresses. Instead of using their normal Gmail signature, they can have a custom one to be displayed when replying from the shared inbox email. 

  • Open Settings on your Gmail, under the 'General' tab, you will find the 'Signature' option.
  • On the drop-down menu, you will find all the email addresses that you have set up on your Gmail Accounts tab. 
  • Select the email addresses, and edit the signatures to be displayed for each.  

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