Setting Up a Shared Mailbox

Updated 20 hours ago ​by Deepanwita

Hiver Shared Mailboxes can be used to manage shared email accounts like sales@company.com or payment@company.com. By using Hiver, all the emails sent to a particular email id can be shared with a list of specified users. The replies sent by the users will also be shared with everyone automatically. 

You should already have an email id that you want to set up as a Shared Mailbox. This email id can be of one of the following two types:

  • Gmail or G Suite account (ie, you can actually login to Gmail using this email id)
  • G Suite group or an Alias (ie, you forward emails sent to this email id to your account)

Create a new Shared Mailbox

To set up an email id as a Hiver Shared Mailbox

  • Go to the Hiver Admin  panel   
  • Go into the Shared Mailbox section from the left navigation
  • Click on the button '+Create a new Shared Mailbox' 

  1. Enter Email Id and the Name of the Shared Mailbox

Fill in the page by entering the email id to be set as the Shared Mailbox, name of the Shared Mailbox and email ids of users who will have access to the Shared Mailbox. You can also type the email id of a user who is not on Hiver, in which case they will send them an email invite from Hiver.

Set Up Shared Mailbox

2 . Enter Type of account

Choose the type of email id that you had entered in the last step. The type can be either of these:

1) Gmail or G Suite accounts: This is a Gmail account that you have a password to, and can log in to access emails

2) Group or an Alias: This is a group or an alias account set up in your G Suite account, with users added to it. The group simply forwards the emails sent to it to the users added to the group. You'd need not have a password to this.

3. Verification of the email id to be set as Shared Mailbox 

Verification of Gmail or G Suite accounts

For Gmail accounts, Hiver requires you to log into the account with a password. So, if you are setting up support@mycompany.com as a Shared Mailbox, Hiver will require you to log into support@mycompany.com with the Gmail or G Suite password for this account.

This is required for Hiver to be able to connect to this account, and share the emails received in this account with all users who are managing the shared mailbox.

Verification for Groups or an Alias email id

For Groups and Aliases, Hiver requires that the emails being sent to the email account being set up as Shared Mailbox are delivered to the Gmail account of the user doing the set up. 

To take an example, if your Gmail account is ryan@mycompany.com, and you are setting up support@mycompany.com as a Shared Mailbox, Hiver requires that emails sent to support@mycompany.com are delivered to ryan@mycompany.com

Please make sure your group or alias is set up to forward emails to your email id for this to work correctly.

Hiver automatically creates Gmail Filters for emails sent to the Shared Mailbox email address to 'Skip the Inbox' and show up only under the Shared Mailbox Unassigned list.

Once you have created your Hiver Shared Mailbox, you can add users to it.   


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