Create Collaborative Inbox in Google Workspace with the new google group interface.

Collaborative Inbox in Google Workspace

Creating Group in Google Workspace

Go to “” in google workspace a collaborative inbox is technically a group email so in the admin console click on “groups” you can also click on the “menu icon” at The top left of the screen then select “directory” then “groups”.

Collaborative Inbox in Google Workspace

Click on “create group” enter the name of your group this is the name that will display in your group list both in google workspace and in google groups if you need a description you can enter one here it’s not mandatory.

Enter the group email make sure to select the right domain name after the @ symbol. If you need to add your domain in google workspace I’ve made an article on explaining how to do that I’ll put a link here: How To Add & Verify Domain Google Workspace 2021.

Group Managers & Group Owners

Next select the “group owners“. Group owners have full control over the group like adding managers members or changing the settings then click on “next” for the access type select “team” for the access settings decide who can contact the owners of the group directly.

Collaborative Inbox in Google Workspace

Groups managers decide who can view the members in the group most of the time you want to select only the group managers or let group members see who else is a member of the group.

For the view conversation setting you don’t want your entire organization to access the collaborative inbox but you need group members to view and reply to them for the publish post setting.

Select “external” you want emails from anybody to reach your collaborative inbox for the manage member settings you probably want to select either “Group Managers” or just “Group Owners”. Depending on the level of control you want to give to managers in your collaborative inbox.

For the who can join the group setting I strongly suggest you select only “invited users” for example, if your collaborative inbox is for the support department you don’t want people outside of that department to be able to join the group.

Collaborative Inbox in Google Workspace

Without being invited to do so unless you work with members outside your organization that is to say people with google accounts that are not managed by your google workspace account you can keep the allow members outside your organization setting off.

Finally click on “create group” now click on “see group details” for your newly created group. On the group detail page scroll to the bottom and click on the “settings section” scroll down again and then click on “advanced settings”.

On the group settings page click on “advanced” at the top right of the page now enable the “collaborative inbox” features.

We already took care of the next five settings when we created the group so we can move on you can change the identification required for new member setting but unless you have a good reason to force one profile or another.

Collaborative Inbox in Google Workspace

Just keep it as is again we took care of the next two settings when we created the group. If you want group members to be able to answer emails from their email client directly keep the allow “email posting” setting “checked“.

If you want group members to post from the web that is to say the group page itself keep the allow “web post” setting “checked” unless you have a good reason to block one or the other you probably can keep both checked because we’re setting up a collaborative inbox.

Conversation history is on by default this means messages sent to the group will show in the group page. Group members will also receive email digests directly in their personal inbox for the who can reply privately to authors.

You most likely want to pick either group managers if you want to enforce a strict transparency policy or allow group members to reply privately. To it all depends on your collaborative inbox needs most of the time.

I’ll let anyone on the web attach files that’s because some issues need screenshots or other files to be resolved. Usually allow group managers to moderate content and metadata if group members are qualified to do so too don’t forget to allow them here.

Now the next setting is the most important one for most collaborative inboxes you probably want to let group members post as the group that is to say group members replies will be sent from the group email not from the member’s personal email.

that’s the setting to choose if you want your collaborative inbox to be anonymous from the perspective of the outside world.

If you need that feature don’t forget to check “group address” for the default sender setting so that group members won’t have to remember to switch the email address from which they need to send their replies from next under message moderation.

You can choose to “moderate messages” before they are visible in the group or you can choose to “not moderate” them so that they’re instantly visible and sent in email digests. This is the setting I use most of the time you probably don’t need to restrict new members to post on the group.

But if you need to the setting is there for the spam message handling I strongly advise you to turn the “spam system off” that is to say choose to “post suspicious messages” to the group sometimes google flags emails as spam when they’re not.

And if you don’t manually check them and moderate them group members won’t be able to see them better to see a spam message every once and a while than missing an important email from a customer.

Add Subject Prefix To Email Digest & Auto Reply

Now you can add a subject prefix to every email digest sent from the group this makes group members life easier they’ll be able to easily differentiate a message sent to the group from a message sent to them personally.

I usually just use the username of the group email within brackets if you need a custom footer to be added to every message you send from the group.

We’re almost done for auto replies you probably want to let people know you got their message in that case enable “auto replies” to non-members both inside and outside the organization.

Notified Groups

Remember some people in your organization are not part of the group and need to be notified their message went through as well you can have two different texts.

Just copy and paste it keeping the conversation mode “on” is a good idea this mode will regroup all messages and threads by their subjects just like Gmail finally choose who can manage the group members.

Be a bit cautious here and only allow group owners to manage members but allowing group managers is a frequent option too. Finally click on “save changes” at the bottom of the page your collaborative inbox is now ready.

When somebody sends a message to the group email it will show in the group here you can decide to reply to all recipients Or only the author. I usually choose to reply to all and as you can see my message will be sent from the group email not my personal email.

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