If you're here, I presume you're tired of typing the same email addresses over and over again and are looking for a way to streamline the sending of emails to specific groups of people such as your colleagues, family, or friends.
Well, you're at the right place! In this short post, we'll cover two topics. First, we'll create a distribution list in Google Workspace and see how you can send an email to the latter list from Gmail. Then, we'll generate an email address for this very group and ensure you get a dedicated space for conversations with its members in your Gmail inbox.
To illustrate the coming step-by-step instructions, we'll suppose Yoda wishes to create a group for all the Jedis (yes... we're fans of Star Wars at Gmelius).
Create a Distribution List in Gmail
The process is straightforward and requires just three steps.
Step 1: Open Google Contacts
Yoda needs to go to his list of contacts by opening Google Contacts. From Gmail, Google Contacts can be accessed by clicking the dots, on the top-right menu, and then choosing “Contacts” as shown below.
Step 2: Create a Google Contact Label
Once in Google Contacts, the second step is to create a label for the future distribution list, e.g., "Team", "Family", "Friends". In our case, Yoda creates a label "Jedis". Once the label created, he selects all the Jedis/contacts he wishes to add to the new label.
Step 3: Use the new List in Gmail
The final step is to go back to Gmail, and start typing the group's name you chose as a label. All the emails part of the label (distribution list) will then be populated and instantly appear in the Gmail compose window. For our good old friend Yoda, this will look like this:
And voilà! Now, feel free to repeat the same steps as many times as needed if you wish to create additional distribution lists.
Create a Group Email in Gmail
We made it easy to send emails to specific groups of people in Gmail. Now, we'll ensure to have a specific space in the inbox that regroups all the incoming conversations we have with our newly created list. The process is again made of three steps.
Step 1: Create a Google Group
This time, Yoda needs to access his Google Groups. Once there, the next step is to create a Google Group for his Jedis . There are three screens. On the first screen, it's important to make sure that the group email address is simple to remember.
On the second screen, the key configuration point is to have "Who can post" set to "Anyone on the web" as shown below:
On the third and final screen, we just have to add all the members of the group.
Done, the Google Group is configured and live. Now, we need to convert it into a Gmail shared inbox.
Step 2: Create a Shared Inbox
To do so, head to https://gmelius.com/download/extension and install the Gmelius extension for your browser. Once signed up, you'll see the Gmelius onboarding. We want to create a "Team Inbox" from a Google Group, and we so enter the email address of our newly created group when invited to do so. The steps are detailed below:
Gmelius will then convert the Google Group into a Gmail shared inbox. The last step of the configuration is to invite the same members of your existing Google Group to the Gmelius shared inbox.
Step 3: Reload Gmail
Finally, go back to Gmail. You'll see a new section for your Group on the left-side nav bar of your inbox where you'll be able to view, comment and delegate conversations between members of your group.
Interested in learning more about collaborative inboxes in Gmail? Check out our page about Gmail Shared Inboxes.