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Gmail App: Managing Multiple Accounts in One Inbox

Keeping Staff | November 9th, 2021

It’s common to have more than one email address. In fact, many people have one email address for work and another for their personal use. Having both email addresses makes it easier for you to separate your work emails from your personal emails. This way, you can focus solely on work matters when you’re clocked in. 

But what if you use more than one work email address? For example, say you are part of a customer service team that is responsible for resolving customer support requests sent via email. All of these emails are sent to one support account that everyone on your team can access. 

Providing customer support isn’t your only job duty, though. So in addition to monitoring your customer support team’s email account, you also need to monitor your individual work email account. 

Do you need to log in and out of each account in order to keep track of everything on your plate? Or is there a way to use Gmail and the Gmail app to manage multiple accounts in one inbox? Here’s what you need to know:

Can you use Gmail to manage multiple accounts in one inbox?

The first thing you may be wondering is whether it is possible to use Gmail to combine multiple accounts in one inbox. The short answer to this question is yes, this is an option. 

Gmail does allow you to combine multiple accounts together in one inbox. However, it’s important to learn more about this option, including the pros and cons, before deciding whether it is right for your customer support team.

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How to show multiple Gmail accounts in one inbox 

If you’re considering this option, you need to know what steps to take to show multiple Gmail accounts in one inbox. Here’s what to do to set this up in your inbox:

  1. Log into your primary Gmail account. Your primary account is the one you want to add multiple accounts to so you can manage everything from this inbox.
  2. Go to your settings. Click on “See All Settings” and then “Accounts.”
  3. Look for the “Send mail as:” section. Click on “Add another email address.” 
  4. A pop-up screen should appear asking for more information. Enter the email address you want to add to your inbox in addition to the name you would like to display whenever you send an email from this address. This is the name that everyone will see whenever you send them an email.
  5. Click on the “Treat as an alias” option. Checking this box will ensure that emails from this account are sent to your primary inbox. 
  6. Review the information you’ve entered to confirm its accuracy. When you’re finished, click on “Next Step.”
  7. Click on “Send Verification.” This will automatically send a verification email to the email address you are trying to add to your primary account. Do not close this pop-up box after clicking on “Send Verification.”
  8. Open a new window and log into your secondary email account. Look for the verification email from Google, which should be at the top of your inbox. This email contains a verification code and verification link. To verify this email, either click on the link or copy the code. If you choose the latter option, return to the pop-up screen on your primary email account. Paste the code where it says “Enter verification code.”
  9. Go back to the settings on your secondary account. Click on “Forwarding and POP/IMAP.” Then, look for the “Forwarding” section. Click on “Add a forwarding email address” and enter the email address associated with your primary account. Click “Ok.”
  10. Return to your primary inbox. You should see a confirmation email from Google in your inbox. Click on the link in this email to begin forwarding emails from your secondary account to your primary account.

Now you will be able to manage both your primary and secondary email accounts directly from your primary inbox.

After completing this setup, return to the settings page on your primary account. Now that you are managing multiple accounts from your inbox, you will need to choose your default way of replying to emails. If you leave your settings as is, all new emails will be sent from your primary email address. But if you would like to reply from the email address that the email was sent to, you can change this in your settings.

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Using the Gmail app for multiple inboxes

If you often check your email on your smartphone or tablet, you’re not alone. About 60% of all emails are opened on mobile devices. If you rely on your smartphone or tablet to check your work email, you may be wondering whether you will be able to use the Gmail app to monitor multiple inboxes

If you follow the steps above, you will be able to access both of your accounts from your primary inbox using the Gmail app. All you need to do is download the Gmail app on your smartphone or tablet and log into your primary email account. 

You can also use the Gmail app to manage multiple accounts separately. For example, say you want to manage both your personal and work email from the Gmail app, but you don’t want to merge them together into one inbox. In this case, you can add both accounts to the Gmail app so you can monitor each inbox directly from your phone. Because you are not combining them in one inbox, you will need to switch back and forth to access each account.

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What are the pros and cons of using Gmail to view multiple inboxes?

You need to weigh the pros and cons of using Gmail to view multiple inboxes before deciding if this option is right for your customer support team. There are several benefits to this option, including:

  • Everything stays within Gmail. You don’t need to open another window or program in order to manage your inboxes.
  • Gmail is reliable and secure. You won’t have to worry about your privacy or security since you are using a trusted email service provider to combine your inboxes. 

However, there are a number of drawbacks to using Gmail to manage your customer support and work email accounts in one inbox, including:

  • No collaboration. Gmail was not built for customer support teams, so it doesn’t have features that make it easy for your team to collaborate on customer support requests.
  • Risk of duplicating efforts. There’s no way of knowing if someone is already working on a customer support request that has been sent to your team’s inbox. As a result, multiple people may respond to it, which wastes your team’s time and confuses the customer.
  • Lack of reporting and automation. Gmail was also not designed with the additional features your team needs to improve their productivity, including reporting and automation. 
  • Room for error. It’s easy to accidentally send an email to a customer from your individual work address rather than your team’s shared email address. This may seem like a minor mistake, but it can complicate the entire customer support process. 

The bottom line? It is possible to combine multiple accounts in one Gmail inbox. But it’s not a good idea to combine your accounts in order to manage your customer support requests more efficiently. Gmail was not designed for this purpose, so it does not have the features you need.

Top Down

What is the best way to combine Gmail multiple accounts in the same inbox?

There are some benefits to using Gmail to combine multiple accounts in the same inbox. However, the cons outweigh the pros, especially for customer support teams. 

Fortunately, there is a better way. Keeping is a user-friendly tool that allows you to manage multiple Gmail accounts directly within your primary inbox. Unlike Gmail, Keeping was designed with customer support teams in mind, so it is built with all of the features you need to manage support requests and the rest of your workload, too. 

Some of Keeping’s key features include:

  • Task Assignment: Keeping converts every email into an assignable help desk ticket so you can share the workload with the rest of your team. 
  • Status Updates: Don’t let another task fall through the cracks again. Keep track of everything in your team’s inbox by updating the status to Open, Closed, or Pending.
  • Collision Detection: Keeping will show you when someone else is already working on a customer support request so you don’t waste your time duplicating their efforts.
  • Shared Notes: Send a note to someone on your team to follow up on a task, provide background information on a request, or escalate an issue.
  • Response Templates: Are you sick of responding to the same frequently asked questions over and over again? Create response templates that can be inserted into emails with one click. These templates are automatically shared with your entire team so everyone can use them.
  • Reporting: Gain access to important metrics such as volume of incoming requests and average first response time. 
  • Automation: Save time by automating certain repetitive tasks such as assigning new tasks, prioritizing tasks, and removing spam from your inbox.
  • Mobile Compatibility: You can access all of Keeping’s features from your mobile device, which makes it easy to manage your email on the go.

Do you want to learn more about how Keeping makes managing multiple accounts in one inbox easier than ever before? If so, start your free trial today.