How To Setup a Shared Inbox Group Email

A Shared Inbox is a group email address with its own inbox and password that multiple team members can log in to and use to send and receive emails. The account owner can grant access to other users as needed. Shared Inboxes are commonly used for general inquiries or team-facing addresses, such as [e-mail] or [e-mail], where multiple team members need to collaborate on messages. The article below explains how to set up the email address/user in UpMail, along with best practices and key considerations.

Setting up a Generic Email Address/User in UpMail

1. To setup a Shared Inbox group email address in UpMail, add the email/user via Setup>Account Settings>User Management.

> Click here to learn more about adding a user to UpMail

2. An email will be sent to the generic email account. Login to that account, click on the link and fill out the profile details.

Please note that the profile details will be pulled into the email signature. We recommend creating a generic profile such as 'UpMail Sales Team' as the first/last name so it is not specific to one individual. If you would like to create individual email signatures for each team member accessing the account, please reference the next section of this article.

> Click here to learn more about editing your profile/email signature

3. Login to the UpMail account. Connect the shared email account to UpMail and install the UpMail email plug-in to the Shared Inbox email account.

> Click here to learn how to install the UpMail email plugin and connect the email with UpMail

4. Your team is now ready to use the UpMail account. Ensure each team member accessing the account has the credentials to login.

Creating Individual Email Signatures

Since the default email signature pulls from the profile information, you may want to create individual email signatures for each team member accessing this account. This can be done by creating email signature text snippet sections.

1. Go to Setup>Content Library>Text Library>All

2. Select 'New Text Snippet' and the text editor page will open. From here:

• Add a Name: We recommend 'Email Signature - User Name'
• Add Copy: This will be the email signature. If your organization does not have a standard email signature format, we recommend copying & pasting the email signature from the Setup>Account>Settings>Signature section and updating the details.
• Add Tags: We recommend creating the tag 'signature' and adding it to all email signatures so it appears within the Recommended Content.
• Select Create Text

You will then need to create a signature section for each individual user of the account.

3. Within your email templates, delete the default signature by clicking on the pencil icon next to the section and select 'Delete.'

4. Add a placeholder where the email signature should go. Duplicate an existing section, and creating a text section with the text [[email signature placeholder]].

Ensure you create a new text snippet for this with the tag 'signature' by clicking 'Add' within the Recommended Text section.

> Click here to learn more about text placeholders

5. Set the Recommended Content tag to 'signature' by clicking on the text snippet and clicking Settings within the Recommended Text section.

6. Click 'Filter by tag' and enter 'signature' in the tag field. All of the text snippets with this tag will appear. Select 'Use as default' for the placeholder. This will ensure the placeholder always appears within your templates and your users can then select which signature they want to use. Click 'Apply'

> Click here to learn more about setting Recommended Content

Now when a user goes into a template and they click on the [[Email Signature Placeholder]] section, the signature options will appear within the Recommended Text and they can simply click on the signature they would like to use.

If you need assistance setting the signatures up for your team, please email [e-mail]