The shared inbox feature enables you to link multiple signatures to a single inbox. This feature is especially useful if your organization has inboxes that are shared by several employees (e.g., support@mycompany, billing@mycompany, etc). Once the mapping is set up, these employees can choose to use either the default signature of the shared inbox or their own personal signature.
Note: The shared inbox feature works only with the WiseStamp Outlook Add-In and the WiseStamp Chrome extension.
Available on: Legacy Plus, Legacy Enterprise, Grow, Advanced, Enterprise
What is the difference between a shared email account and a shared inbox?
These two terms sound similar, but they mean different things. Understanding the difference helps you set up the feature correctly.
Shared email account: This is the email mailbox itself, the actual account that more than one person uses (for example, a Google or Microsoft shared mailbox such as [email protected]). You create and manage a shared email account in Google Workspace or Microsoft, not in WiseStamp.
Shared inbox (in WiseStamp): This is the WiseStamp setup you apply to a shared email address. It assigns multiple employees' signatures to that address, so each person can choose their own signature when sending from it. WiseStamp does not create or manage the mailbox itself. It manages which signatures are available for that address.
The WiseStamp shared inbox feature works either way. The email address does not have to be a formal Google or Microsoft shared mailbox. All WiseStamp needs is the email address added to your employees list, as described below.
Before you start
To use the shared inbox feature, the shared email address must first exist in your employees list and be active. WiseStamp treats the shared email address like an employee for the purpose of assigning signatures.
If the shared address is in your directory: If you have already synced your directory, the shared email address should already appear on the Employees list.
If it is not in your directory: On the Employees page, click Add employees to add the shared email address manually.
How do I set up a shared inbox?
For a visual walkthrough, watch our Shared Inbox tutorial here.
On the main navigation panel, click Employees.
Make sure the shared email address has been added to the employees list (see Before you start above).
Make sure the shared email address is active by turning on its activation toggle. If the shared email address is not active, it will not be available in the next steps.
Click the three-dot icon in the top right, then click Shared inbox.
On the Shared inbox page, click Add shared inbox in the top right.
Under Shared email address, select the shared email address you want to use. Only active shared email addresses appear here, so activate the address first if you do not see it.
Assign the shared inbox to the groups or specific employees who should be able to use it.
Click Save.
The shared email address setup now appears on the Shared inbox page. To make changes later, click the three-dot icon on the right of the setup to edit or delete it:
How do employees use the shared inbox?
After setup, the assigned employee signatures become available when someone logs into the shared email address. The steps below use Outlook as an example.
Log into the shared email address.
Click to compose a new email. In Outlook, this is in the top left.
Click the WiseStamp settings in the top right.
Under Other signatures, click Shared.
The signatures assigned to the shared email address appear. Each employee can select their own signature to use in the shared email address.
FAQs
Is a WiseStamp shared inbox the same as a Google or Microsoft shared mailbox?
Is a WiseStamp shared inbox the same as a Google or Microsoft shared mailbox?
No. A Google or Microsoft shared mailbox (also called a shared email account) is the actual email account, created and managed in Google Workspace or Microsoft. A WiseStamp shared inbox is a signature setup you apply to a shared email address, so multiple employees can use their own signatures when sending from it. WiseStamp does not create or manage the mailbox. The feature works whether or not the address is a formal Google or Microsoft shared mailbox.
Which email clients support the shared inbox feature?
Which email clients support the shared inbox feature?
The shared inbox feature works only with the WiseStamp Outlook Add-In and the WiseStamp Chrome extension.
The shared email address is not showing up when I try to add a shared inbox. What should I do?
The shared email address is not showing up when I try to add a shared inbox. What should I do?
Only active shared email addresses appear in the shared email address list. Go to the Employees page, make sure the shared email address has been added, and turn on its activation toggle. Then try adding the shared inbox again.
Who can use the signatures assigned to a shared inbox?
Who can use the signatures assigned to a shared inbox?
Only the groups or specific employees you assign during setup. When they log into the shared email address, they can select their own assigned signature under Other signatures > Shared.