Setting Up Departmental Shared Mailboxes
This KB Article References:
Google Mail
This Information is Intended for:
Instructors,
Staff
Created: 09/06/2012 Last Updated: 04/17/2024
A Shared Mailbox in Google Mail is an inbox that functions similar to your @stonybrook.edu Google inbox, but up to 40 people can simultaneously access it from a desktop browser. Shared mailboxes can be requested by faculty and staff for departmental or official student organization use.
Another option for a shared email address is requesting a Google Group email address.
Limitations
Shared mailboxes are similar to primary @stonybrook.edu Google accounts with these limitations:
- Shared mailboxes don't have Chat, Labs/Advanced, or the right sidebar (that shows Calendar, Keep, and Tasks)
- In a Shared Mailbox, senders cannot change the "from" address for messages sent from a shared mailbox
- Shared Mailboxes cannot be accessed from mobile device mail apps
- Shared mailbox are also just mailboxes; they do not have access to other apps (e.g., Calendar, Drive).
- After October 16, 2018, you may lose access to view and edit certain features in Contacts in your Shared Mailbox due to an issue that has been reported to Google.
Request a Shared Mailbox
If your department needs an email address inbox that several people can read, respond to, and organize messages for from their desktop computers, a shared mailbox might be perfect. Submit a ticket to request a shared mailbox.
Once you have a shared mailbox, here's what's next:
- Mailbox administrators need to delegate access to themselves and other delegates
- Once delegated, delegates will need to access the mailbox to check/respond to messages