Gmailfilter: Ideal setup when sharing Gmail with others?

May 21, 2017 8:12 AM

I'm working with a startup where we all share "inbox duty" on Gmail. What's the ideal way I can access the inbox, respond to email, and have everything still remain on the server? Here's the kicker: I want to use Outlook 2016 as my email client app from my Win10 laptop.

Extra points to you if I can apply Gmail labels from within Outlook as well.

TL;DR: I share a Gmail box, and want to use the email app of my choice without damaging the experience for everyone else.

Disclaimer: Yes, I really like Outlook and don't want to switch. Don't judge. It's what I'm comfortable with, my fingers have muscle memory from years of using the same keyboard shortcuts, and I customize the hell out of it so it practically doesn't resemble the factory-installed version.

posted by zooropa to Computers & Internet (7 answers total)

Configure Outlook to use IMAP instead of POP. That should leave everything on the server.
posted by redlines at 9:00 AM on May 21, 2017 [2 favorites]

Instead of actually sharing a Gmail account, can you instead set it up as a Google Group, that everyone can then read however they want? Or use a proper shared inbox solution like Freshdesk or Helpscout? I only ask because every time I've seen setups where people try to share an actual Gmail account, it comes with more complications than it is worth. If you're starting from scratch right now, I think it's worth spending some time finding the right longer term solution.
posted by primethyme at 9:14 AM on May 21, 2017 [1 favorite]

I think having "inbox duty" is the problem here. I think having an alias/group would be a good start. But really you need a proper ticketing solution. This is not going to get easier.
posted by radioamy at 3:38 PM on May 21, 2017 [1 favorite]

Response by poster: Well, let's be honest. I'm being generous when I saw "inbox duty." It's mainly me. :)

Thanks for the info, folks. I appreciate it.
posted by zooropa at 5:59 PM on May 21, 2017

There is a google group configuration called collaborative inbox, if you have Gsuite (Google apps) for business.
posted by idb at 6:47 PM on May 21, 2017

It's ok to like Outlook, really. I've used it since it was first released, and compared to other corporate email suites, it works pretty well.

And yes, IMAP is your friend.
posted by lhauser at 9:53 PM on May 21, 2017

We do this at work, and we use a google group as mentioned. Customers email one email address, 4 or 5 of us receive the messages, any of us can answer as that email address, and we always cc ourselves. Never delete a message from my inbox until I've seen a reply come in from our email address, and we make sure all messages get answered.
posted by freezer cake at 10:09 AM on May 22, 2017