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    Shared Inboxes

    February 11th, 2023

    Spark allows teams to create Shared Accounts so that multiple people can easily manage the same email address simultaneously: receive, handle, mark as Done once a reply is sent - all in one Shared Inbox.

    Why use Shared Inboxes?

    • An ideal solution for support@, sales@, info@, any generic email addresses
    • Every message has an owner - no more double replies or missed messages
    • Everybody is on the same page - set deadlines & track progress
    • It is secure - no need to share account credentials with teammates

    Spark offers teams functionality to make your email communication even more efficient. For example, you can draft emails together in real-time, discuss emails privately in comments to provide faster replies, and share links to specific emails.

    Follow the guide to learn how to set up and use Shared Inboxes in Spark.

    Jump to:

    Prerequisites

    1. Shared Inboxes are available in Spark downloaded from the App Store and Google Play. Spark Desktop (Mac and Windows versions downloaded from our website) doesn’t have the Shared Inboxes functionality yet. The upcoming plans for Spark Desktop are described here. 
    2. You should already have an email address that you want to set up as Shared. At the moment, Spark supports Shared Inboxes for Gmail and G Suite accounts.
    3. You need to have a team created in Spark. Your teammates are people who you can share an inbox with.
    4. You need to have Spark Premium. If your team hasn’t upgraded to Premium and you’d like to check whether our Shared Inboxes functionality suits you, you'll be welcomed to try a Spark Premium 14-day Free Trial while adding Shared Account. No credit info is required to start the trial, no auto-billing once it expires. 
    Note:  For now, Shared Inboxes are available only for Gmail and G Suite accounts. Microsoft Exchange, Office 365, and other IMAP providers are not supported in Spark yet. 

    Add Shared Account to Spark

    If you have a Gmail or G Suite account and it is not added to Spark yet, Spark can easily set it up as Shared for you.

    If the account you want to use as Shared is already connected to Spark, refer to the Convert Private account to Shared section. Please note that Snoozes, Pins, Reminders, and Send later options are not yet available for the case when you convert your private account.

    Note: A person who adds Shared Account to Spark, regardless of their role in a team, becomes the Shared Account owner. The owner can further manage who has access to the account, convert the account back to private, or remove it completely. The owner of the Shared Account cannot be changed.
    Mac OS iOS Android
    1. Launch Spark and open Settings.
    2. Open the Accounts section.
    3. Click the plus button in the bottom left.
    4. Select Shared Email Account and select your team.
    5. Log in to the account you want to make shared.
    6. Select teammates, then click Share Account.

    Alternatively, click More on the sidebar > Add Account > Add Shared Account.

    1. Tap the menu icon  at the top left.
    2. Open Settings > Accounts.
    3. Tap Add Account > Shared Email Account.
    4. Select your team and log in to the account you want to make shared.
    5. Select teammates, then tap Share.
    1. Tap the menu icon   at the top left.
    2. Tap Settings .
    3. Choose Mail Accounts.
    4. Tap Add Account > Shared Email Account.
    5. Select your team and log in to the account you want to make shared.
    6. Select teammates, then tap Share.

    Convert your Private Account to Shared

    If you have a Gmail or G Suite account added to Spark and would like to use it as Shared, you can convert it in a few simple steps. Please note that Snoozes, Pins, Reminders, and Send later options are not yet available for the case when you share your private account.

    If the account you want to use as Shared is not connected to Spark yet, please refer to the Add Shared Account to Spark section.

    Note: A person who turns their private account to shared, regardless of their role in a team, becomes the Shared Account owner. The owner can further manage who has access to the account, convert the account back to private, or remove it completely. The owner of the Shared Account cannot be changed.
    Mac OS iOS Android
    1. Launch Spark and open Settings.
    2. Open the Accounts section and click the personal account you want to turn to Shared.
    3. Click the Share Account with Team button.
    4. Select your team, select teammates, and click Share Account.
    1. Tap the menu icon  at the top left.
    2. Open Settings >  Email Accounts.
    3. Tap the personal account you want to turn to Shared.
    4. Tap the Share Account with Team button.
    5. Select your team, select teammates, and tap Share.
    1. Tap the menu icon   at the top left.
    2. Tap Settings  .
    3. Choose Mail Accounts.
    4. Tap the personal account you want to turn to Shared.
    5. Tap the Share Account with Team button.
    6. Select your team, select teammates, and tap Share.

    Choose the account name, title, color, and customize notifications

    Mac OS iOS Android
    1. Click Spark at the top left of your screen.
    2. Click Settings > Accounts and select your account.
    3. Type your name in the Name: field. The name is displayed in the To: or From: field when you send or receive an email. If your account has no name, these fields are filled with your email address.
    4. Fill out the Title: field. The title is used only in Spark. This is the name of your account shown on the left sidebar. You can enter any title you wish to navigate your inbox easily.
    5. Click on the Color setting to choose the color for your account. For example, you can pick red for your work account and use green for personal emails. It allows you to see which account each email in your inbox belongs to.
    6. You can also customize the Notification Type here. To do so, click the needed email account and tick one of the notification types: All, Smart, or No Notifications. To learn about notifications in Spark, check this article.
    Note: To enable color coding for accounts, open Preferences > General > Appearance and make sure the Color Coding for Accounts option is ticked.
    1. Tap the menu icon  at the top left.
    2. Open Settings > Accounts.
    3. Tap the needed account.
    4. Write your name in the Name: field. The name is displayed in the To: or From: field when you send or receive an email. If your account has no name, these fields are filled with your email address.
    5. Fill out the Title: field. The title is used only in Spark. This is the name of your account shown on the sidebar. You can enter any title you wish to navigate your inbox easily.
    6. Tap Account Color and choose a color for your account. For example, you can pick red for your work account and use green for personal emails. It allows you to see which account each email in your inbox belongs to.
    7. You can also customize the Notification Type here. To do so, tap the needed email account and tick one of the notification types: All, Smart, or No Notifications. To learn about notifications in Spark, check this article.
    1. Tap the menu icon   at the top left.
    2. Tap Settings .
    3. Choose Mail Accounts.
    4. Tap the needed account.
    5. Write your name in the Name: field. The name is displayed in the To: or From: field when you send or receive an email. If your account has no name, these fields are filled with your email address.
    6. In the Title: field, write the name of your account. The title is used only in Spark. This is the name of your account shown on the top of the sidebar and in the mail accounts settings.
    7. Tap Color Coding and choose a color for your account. For example, you can pick red for your work account and use green for personal emails. It allows you to see which account each email in your inbox belongs to.
    8. You can also customize the Notification Type here. To do so, tap the needed email account and tick one of the notification types: All, Smart, or No Notifications. To learn about notifications in Spark, check this article.
    Note: To make sure color coding for accounts works properly, open Settings > Mail Accounts > Color Coding and enable the toggle Color Coding for Accounts.

    Learn how to use Shared Inboxes

    Mac OS iOS Android

    All new emails have Unassigned status by default. To assign an email to a teammate, or yourself to show who is responsible for it, click Assign to Me to show your team you’ll be handling it or click Assign to ▼ to select one of your teammates. 

    Messages assigned to you will be shown in the Assigned to me folder. Check status and deadlines for emails assigned to your teammates in the Assigned to Others folder.

    Tip: You can change the position of the Assigned to me folder in Spark Preferences > General > Appearance > Show Assigned to me in …

    Starting Spark 2.10.12, Spark syncs labels from your Gmail account and vice versa. This means that all labels created on the web page of Gmail or in its app will appear in Spark, and all labels created in Spark will appear on the Gmail web page and in its app (if you are logged in with the same account).

    To show you have finished the assigned email, click on the Done button and the email will be moved to the Done folder in the sidebar.

    All new emails have Unassigned status by default. To assign an email to a teammate or yourself to show who is responsible for it, tap Assign at the top. Start typing the name or email of a teammate you want to assign an email to, or tap Assign to Me to show your team you’ll be handling it.

    Messages assigned to you will be shown in the Assigned to me folder. Check status and deadlines for emails assigned to your teammates in the Assigned to Others folder.

    Tip: You can change the position of the Assigned to me folder in Spark Settings > Personalization section > Appearance -> Assigned to me Position.

    Starting Spark 2.10.12, Spark syncs labels from your Gmail account and vice versa. This means that all labels created on the web page of Gmail or in its app will appear in Spark, and all labels created in Spark will appear on the Gmail web page and in its app (if you are logged in with the same account).

    Tap the Done button  on the bottom toolbar to show you have finished this email. It will be moved to the Done folder in the sidebar.

    All new emails have Unassigned status by default. To assign an email to a teammate or yourself to show who is responsible for it, tap Assign at the top. Start typing the name or email of a teammate you want to assign an email to, or tap Assign to Me to show your team you’ll be handling it.

    Messages assigned to you will be shown in the Assigned to me folder. Check status and deadlines for emails assigned to your teammates in the Assigned to Others folder.

    Tip: You can change the position of the Assigned to me folder in Spark Settings > Personalization section > Appearance -> Assigned to me Position.

    Starting Spark 2.10.12, Spark syncs labels from your Gmail account and vice versa. This means that all labels created on the web page of Gmail or in its app will appear in Spark, and all labels created in Spark will appear on the Gmail web page and in its app (if you are logged in with the same account).

    Tap the Done button  on the bottom toolbar to show you have finished this email. It will be moved to the Done folder in the sidebar.

    Manage who has access to Shared Account

    An owner of a Shared Account (a person who creates it becomes its owner regardless of their role in a team) can easily give and remove access to this account for their teammates. An owner can also revoke access from all team members by converting the Shared Account to Private Account.

    Mac OS iOS Android
    1. Launch Spark and open Settings.
    2. Open the Accounts section > Members tab.
    3. To give access to the account, click the Add button at the bottom left. Then, choose a person from the list to add existing teammates or start typing the person's name or email address in the search field to invite somebody who is not a part of your team yet. Once done, click the Confirm button.
    4. To remove somebody from Shared Account, click the cross icon near their email address. The removed person will lose access to the account. However, it will be still present in the Team. Learn how to remove a person from a team.
    1. Open Spark Settings > Accounts.
    2. Select your Shared Account.
    3. Tap Shared with < Team name >.
    4. To give access to the account, tap the plus icon at the top right corner. Then, start typing the person's name or email address in the search field to add existing teammates or invite somebody who is not a part of your team yet. Once you see the needed person in the list, tap their name. You can add multiple people at once. Once people are chosen, tap Share at the top right.
    5. To remove somebody from Shared Account, tap the cross icon near their email address. The removed person will lose access to the account. However, it will be still present in the Team. Learn how to remove a person from a team.
    1. Open Spark Settings > Accounts.
    2. Select your Shared Account.
    3. Tap Shared with < Team name >.
    4. To give access to the account, tap the plus icon at the top right corner. Then, start typing the person's name or email address in the search field to add existing teammates or invite somebody who is not a part of your team yet. Once you see the needed person in the list, tap their name. You can add multiple people at once. Once people are chosen, tap Share at the top right.
    5. To remove somebody from Shared Account, tap the cross icon near their email address. The removed person will lose access to the account. However, it will be still present in the Team. Learn how to remove a person from a team.

    Convert your Shared Account to Private Account

    Once the account's owner converts Shared Account, all team members lose access to it, and the account type is changed to Private. Comments and assignments cannot be restored after that.

    Mac OS iOS Android
    1. Launch Spark and open Settings > Accounts section.
    2. Click your Shared Account and look at the red button in the bottom right:
    • If you see the Revoke Access from Team button (this means your private account had been already added to Spark when you turned it to Shared), click the button to make your account Private again.
    • If you see the Remove Shared Account button (this means that you added your account to Spark as Shared), clicking the button will remove your account from Spark. After that, you can add it to Spark again - now, as a Private. 
    1. Open Spark Settings > Accounts.
    2. Select your Shared Account and look at the big red button at the bottom.
    • If you see the Revoke Team Access button (this means your private account had been already added to Spark when you turned it to Shared), tap the button to make your account Private again.
    • If you see the Remove Shared Account button (this means that you added your account to Spark as Shared), tapping the button will remove your account from Spark. After that, you can add it to Spark again - now, as a Private. 
    1. Open Spark Settings > Accounts.
    2. Select your Shared Account and look at the big red button at the bottom.
    • If you see the Revoke Team Access button (this means your private account had been already added to Spark when you turned it to Shared), tap the button to make your account Private again.
    • If you see the Remove Shared Account button (this means that you added your account to Spark as Shared), tapping the button will remove your account from Spark. After that, you can add it to Spark again - now, as a Private. 

    Remove or quit Shared Account

    Team members (except the owner) with access to the Shared account can remove it by quitting it. Once they quit the account, they lose access to its inbox and its shared information. The account owner can always add them back. 

    The account owner can remove the account, but can not quit it. By removing the account from Spark, the owner revokes access from team members and changes the account type to Private. Comments and assignments cannot be restored after that.

    How the owner can remove the account:

    Mac OS iOS Android
    1. Launch Spark and open Settings.
    2. Open the Accounts section and click your Shared Account.
    3. Click the minus sign at the bottom.
    4. In the pop-up message, click Delete. 

    Those, who added their account as Shared, can alternatively click the Remove Shared Account button at the bottom right to remove the account from Spark.

    1. Open Spark Settings > Accounts.
    2. Select your Shared Account and look at the big red button at the bottom.
    • If you see the Revoke Team Access button (this means your private account had been already added to Spark when you turned it to Shared), tap it - it will turn into the Remove Account button. Tap the new button to completely remove the account from Spark.
    • If you see the Remove Shared Account button (this means that you added your account to Spark as Shared), tap the button to remove your account from Spark. 
    1. Open Spark Settings > Accounts.
    2. Select your Shared Account and look at the big red button at the bottom.
    • If you see the Revoke Team Access button (this means your private account had been already added to Spark when you turned it to Shared), tap it - it will turn into the Remove Account button. Tap the new button to completely remove the account from Spark.
    • If you see the Remove Shared Account button (this means that you added your account to Spark as Shared), tap the button to remove your account from Spark.

    How to quit Shared Account:

    Mac OS iOS Android
    1. Launch Spark and open Settings.
    2. Open the Accounts section and click your Shared Account.
    3. Click Quit Shared Account. 
    1. Open Spark Settings > Accounts.
    2. Select your Shared Account.
    3. Scroll down and tap Quit Shared Account.
    1. Open Spark Settings > Accounts.
    2. Select your Shared Account.
    3. Scroll down and tap Quit Shared Account.
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