How to Setup a Shared Gmail Inbox for Your WordPress Site

by Montel Anthony

Whether you’re a novice or an expert in the digital world, you’re likely to agree on one thing – the efficiency of communication operations is critical to the success of any online project. A well-organized email system can drastically enhance your website’s operations, especially if you’re using WordPress. In this guide, we’ll walk you through the steps to configure a shared Gmail inbox for your WordPress website.

Why is a Shared Email Inbox Necessary for WordPress?

Having a shared inbox for your WordPress site can significantly streamline your communications. Whether it’s customer support queries, partnership requests, or affiliate interactions, a shared inbox ensures that no message goes unnoticed or unanswered. It enables your team to view and respond to emails collectively, thus fortifying your operations and making your website more reliable and efficient.

Limitations of Gmail’s Shared Inbox Feature

While Gmail is one of the most widely used email platforms, it doesn’t inherently offer a shared inbox feature. Though it’s possible to create a new Gmail account and share its credentials among your team, this approach carries significant security risks. For instance, it can lead to unauthorized access and difficulty in tracking who’s accessing the account. Furthermore, it could expose sensitive information to all team members. Therefore, we’ll be exploring three other methods to create a shared Gmail inbox for your WordPress site.

Method 1: Utilizing GrooveHQ to Set Up a Shared Gmail Inbox

One of the most effective solutions is to leverage GrooveHQ, a prominent help desk software. Its seamless integration with Gmail makes it an excellent choice for creating a shared inbox for your WordPress site.

Step 1: Linking Groove With Your Gmail Account

Start by signing up for a Groove account. After creating your account, click on ‘Connect Gmail’ to link your Gmail account with Groove. After successful connection, name your inbox according to its purpose, for instance, ‘Customer Support’ if it’s meant for handling customer queries.

Step 2: Inviting Your Team to Groove

Once your Gmail account is linked, you can invite your team members to the shared inbox. Groove offers different access types, such as Admin, Agent, and Lite, which you can assign depending on the team members’ roles.

Step 3: Integrating GrooveHQ Widget to Your WordPress Site

With your team on board, the next step is to add a GrooveHQ widget to your WordPress site. This widget can serve as a contact form or a live chat feature, providing your visitors with an efficient and interactive communication channel.

Method 2: Establishing a Shared Gmail Inbox with Heroic Inbox

Heroic Inbox is another excellent tool that allows you to manage your shared Gmail inbox directly from your WordPress dashboard.

Step 1: Connecting Heroic Inbox with Your Gmail Account

After signing up for a Heroic Inbox account, select ‘Connect Gmail’ to link your Heroic Inbox with your Gmail account.

Step 2: Creating Multiple Mailboxes

With Heroic Inbox, you can create multiple mailboxes for different purposes. Each mailbox can have its own team, making it easier to manage and sort emails.

Step 3: Integrating Heroic Inbox with Your WordPress Site

The final step involves integrating Heroic Inbox with your WordPress site. You can do this by adding a Heroic Inbox widget to your site, giving your visitors a user-friendly way to communicate with you.

Method 3: Configuring a Shared Gmail Inbox with Google Groups

Google Groups is a free tool from Google that allows you to create a shared Gmail inbox. Though it doesn’t offer the same level of efficiency and functionality as GrooveHQ or Heroic Inbox, it’s a decent free alternative.

Step 1: Creating a Group

Start by creating a group in Google Groups. Set up the group email as a shared inbox where all members can access and respond to emails.

Step 2: Inviting Members to the Group

Invite your team members to join the group. Each member will have access to the shared inbox, enabling them to view and respond to emails collectively.

Step 3: Configuring Settings

Configure the settings to ensure that all emails sent to the group email are visible to all members. This way, all team members can keep track of incoming emails and responses.

Bonus Tip: Enhancing WordPress Email Deliverability with WP Mail SMTP

WP Mail SMTP is a WordPress plugin that improves your website’s email deliverability by configuring the site to use a proper SMTP provider. By integrating it with your shared Gmail inbox, you can ensure that all your WordPress emails are delivered reliably and efficiently.


Setting up a shared Gmail inbox for your WordPress site can significantly enhance your team’s productivity and your website’s efficiency. Whether you choose to use GrooveHQ, Heroic Inbox, Google Groups, or a combination of these tools, the key is to find a solution that best fits your team’s needs and your website’s operations.

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