Missive is flexible as it lets you consume private emails alongside ones shared with your team. This guide will demonstrate all the different possible setups with some common scenarios, so you can find the perfect settings for your use case.
From dedicated email accounts to Google Groups, Missive adapts to all kinds of shared email setups. It will help you collaborate around emails in a frictionless way.
To get started, open your organization settings and select Message sharing:
When to use shared accounts?
The easiest way to collaborate in Missive is to directly share an email account. You can share an account with specific individuals, a team, or everyone in your organization. They are easy to setup.
Once people have access to an account, they start receiving the new emails. They can also browse the account history, use its labels, and reply to emails using the account email address and aliases.
When to use shared addresses?
If you prefer not to give access to all emails received in an account, you should use shared addresses. It lets you share emails sent to specific To (or Cc) addresses only. This is useful when using a central inbox like email@example.com with various aliases (firstname.lastname@example.org, email@example.com) directed to different teams.
Shared addresses are what you need to set up if you are already sharing emails using Google Groups. For more details on configuring Google Groups, see this dedicated guide.
Forwarding email accounts
Shared addresses are what you need to set up if you are using email forwarding at your domain registrar, like:
- GoDaddy forwading email accounts
- Gandi Mail forwarding addresses
- 1&1 Forwarding email addresses
- Dreamhost forward only email addresses
- cPanel forwarders
Common scenarios and how to achieve them
I want to share all emails received in an email account
You should configure a shared account. People you share it with will have access to the Gmail labels / IMAP folders and they will be able to send emails using the account address and its aliases.
- Import the email account as a private account.
- Select the people you want to share the account with.
I want to share only emails sent to a specific alias received in a personal/private email account
Let’s say you have an email account firstname.lastname@example.org and you don’t want to share all emails in it. You only want to share the emails sent to the alias email@example.com, which is received by firstname.lastname@example.org.
- Import email@example.com as a private account.
- Add a shared address “firstname.lastname@example.org” in your organization settings. You will receive a validation email containing a link you must click.
- Select teammates you want to share email@example.com emails with.
I want to collaborate around emails sent to multiple people through a Google Group
Let’s say firstname.lastname@example.org emails are forwarded by a Google Group to everyone in your team: email@example.com, firstname.lastname@example.org, email@example.com, etc.
- Each user imports their email account, the one where they receive the Google Group forwards.
- Add a shared address “firstname.lastname@example.org” in your organization settings. You will receive a validation email containing a link you must click. You don’t have to select any people to auto-share emails with, because users already receive these emails in their personal account.
- Each user adds email@example.com as an alias on their personal account, assuming they want to send emails From: firstname.lastname@example.org.
I don’t want to automatically share emails, I just want to collaborate on some of them
- Mention your teammates in any private conversation to give them access to it. You can always remove someone’s access later on.
I want most of my emails to stay private, but I want to share some of them automatically.
Let’s say you have an email account, email@example.com, and you don’t want to share most of the emails in it. But you do want to share all emails received from firstname.lastname@example.org automatically.
- Import email@example.com as a private account.
- Create an incoming personal rule.
- Add the condition: "From is firstname.lastname@example.org"
- Select one of these two actions, Move to team inbox or Assign user(s). Whichever fits your use case best.
You can also, for example, let an executive assistant reply as yourself or use any of your aliases. This can be achieved by opening your Account settings > Select a personal account > Edit alias > Allow others to send emails from this alias.
I want to automatically collaborate on emails sent to both me and a teammate
Let’s say email@example.com and firstname.lastname@example.org want to automatically collaborate if someone sends an email like:
- Both users import their email account as a private account.
- Add shared addresses for both “email@example.com” and “firstname.lastname@example.org” in your organization settings. You will receive validation emails containing a link you must click. Don’t select any people to auto-share emails with. This way, only emails sent to both Claire and Hubert will be shared between the two.
Last updated on March 29, 2021