Google Apps Email Tutorial For Team Members or Virtual Assistants

Do you use Google Apps Email for your small business email needs? If so, you’re going to love today’s techy video.

One of the questions I get frequently from growing entrepreneurs is how do you set up your email system to handle additional team members or virtual assistants.

I know how much work it is to keep on top of one email inbox, let alone adding in another person to the mix. That’s why this solution is perfect for you if you want to re-jig your existing Google Apps Email to account for a new team member, support person, or VA while keeping everything manageable.

Google Apps Email Video How-To

My Google Apps Email Solution

Setting up your Google Apps Email to work for you and another team member (or more than one) is definitely doable… here’s the step by step solution.

  1. In your “Manage this domain” area of Google Apps, click the “Users” tab and create a new user for each person on your team.
  2. Once you’ve set up the Google Apps Email address, click the “Groups” tab and create a new group for the email address you want to share. That might be “info”, “inquiries”, or “hello”.
  3. In the settings for the new group, make sure to add yourself and your team member’s addresses.
  4. Again in the settings for the group, select “Custom” and make sure that anyone from the Internet can post to the group to make this a public address.
  5. Now that you’ve got the back end set up, login to each of the google apps email accounts and set up the “Reply from” addresses. Click on “mail settings”, “accounts”, and add the new email account.
  6. You will receive a confirmation number, enter it into the pop up box and confirm the new reply-from address.
  7. Select the “Reply from the same address the message was sent to” option, to ensure that emails coming to the new address will be replied to from that address as well.
  8. The final step is to have everyone who replies to the new address to “BCC” the same address, so that everyone in the group is sent replies.

This tip is specific to Google Apps Email accounts, but the same premise can be applied to other types of email systems too. Ask your techy person to set it up for you!

Got any other Google Apps Email tips or inbox zero ideas to share?

Before you go make sure to grab your free “getting techy with it” videos and jump on the newsletter.

I’d love to hear what has worked for you and your team when it comes to managing email… whether you use Google Apps Email or not. :)

 

7 Responses to Google Apps Email Tutorial For Team Members or Virtual Assistants

  1. As usual, very timely content Nathalie! I’ve just put “sort out Google email” on my list of “blog things to do”, so this post is like manna!

    Now, I just need you to write a post on “how Brian can sort out the SEO on his two WordPress sites without breaking out in a cold sweat or pulling out what remains of his hair”, and my week will be complete! :)

  2. As usual, very timely content Nathalie! I’ve just put “sort out Google email” on my list of “blog things to do”, so this post is like manna!

    Now, I just need you to write a post on “how Brian can sort out the SEO on his two WordPress sites without breaking out in a cold sweat or pulling out what remains of his hair”, and my week will be complete! :)

  3. @BrianCormackCarr Ooh wow, it’s funny the number of times people comment on the good timing of these posts and videos. Glad it was helpful Brian! :)

  4. @BrianCormackCarr Ooh wow, it’s funny the number of times people comment on the good timing of these posts and videos. Glad it was helpful Brian! :)

  5. Nathalie, thank you for the informative video.

    I’d never even heard about Google Apps until today.

    Went to check it out immediately because I was intrigued by all the stuff it seemed to integrate on one place: Twitter, email, etc.

    My question ::

    Would you say Google apps is a good choice for Mac people?

    Does it have much ‘inter-Mac-tivity?’

    I’ve been looking for the one way of integrating everything :: online teams, social platforms, e-mail opt ins :: and it’s daunting, to say the least.

    I want someone to come in a set it all up for me, show me how to use so I can carry on, smiling.

    Thanks again for the video.

  6. @TrishB Hi Trish! Gmail is definitely cross-platform compatible, which is what I love about it… you can use it on your Mac and it integrates seamlessly with say an iPad or iPhone too. One thing that you can’t integrate from your list will be email opt-ins, since Google doesn’t have an email management system – you’ll want to check out which ones I recommend (if you opt-in here you’ll get that video that explains it all): http://GetTechyNow.com :)

  7. @NathLussier Thanks, Nathalie. I’ve already opted in, so I’ll go back and review the videos.

    Much appreciated,

    Trish