A shared mailbox in Google Workspace allow multiple users to access and manage a single mailbox, facilitating collaboration and ease of communication. Two crucial aspects that can often cause confusion are the shared mailbox display name and alias. Here, we delve into the intricacies of these two components, their differences, use cases, and best practices.
Before we dive in, let's ensure we're on the same page. A display name is the name that appears to other Google Workspace users, while an alias is an alternate email address that can be used to send and receive emails from the shared mailbox.
Understanding Shared Mailbox Display Name
The shared mailbox display name is the primary identity of the mailbox. It's like the brand name of your shared inbox, visible to all Google Workspace users who interact with it. You can set a display name that reflects the purpose or team associated with the mailbox.
For instance, you might set the display name as 'Info Team' for a shared mailbox designed for receiving and responding to general inquiries. Changing the display name is simple and doesn't affect the mailbox's email address or alias.
Changing the Display Name
To alter the display name, you need administrative rights or to be granted permission by an admin. Here's a quick step-by-step guide:
- Sign in to your Google Admin console (admin.google.com).
- From the Admin console Home page, go to Users.
- Find the user whose shared mailbox you want to change and click on their name to open their profile.
- Click the pencil icon next to the user's first name to open the profile settings.
- Click User information.
- Enter the new display name and click Save.
Display Name vs Email Address
While the display name and email address serve different purposes, they are interconnected. The email address is the unique identifier for the mailbox, used for sending and receiving emails. The display name, on the other hand, is主要用于显示和识别邮箱的名字，可以根据需要进行更改。
For example, you could have a shared mailbox with the email address 'info@yourcompany.com' and a display name set as 'YourCompany Support'.
Exploring Shared Mailbox Aliases
Aliases provide additional email addresses that can be used to send and receive emails from the shared mailbox. They are essentially alternate email addresses, useful when you want to centralize emails from different sources into a single mailbox.
To illustrate, you might create aliases for specific departments or teams, like 'sales@yourcompany.com' and 'support@yourcompany.com', all routing to the central 'info@yourcompany.com' mailbox.
Adding and Managing Aliases
Adding and managing aliases can be done directly from the Google Admin console. Here's how:
- Sign in to your Google Admin console (admin.google.com).
- From the Admin console Home page, go to Users.
- Find the user whose shared mailbox you want to manage and click on their name to open their profile.
- Click the User information tab.
- Scroll down to the Aliases section and click Add an alias.
- Enter the new alias and click Save.
Aliases and Display Names
Unlike display names, aliases are used as email addresses and can be used for sending emails. Moreover, you can use multiple aliases to send emails from the shared mailbox, helping you manage your communication efficiently. For instance, you could send an email from 'sales@yourcompany.com' or 'support@yourcompany.com', both routing through the central 'info@yourcompany.com' mailbox.
In conclusion, understanding and effectively managing shared mailbox display names and aliases is key to a well-organized and efficient email system. By choosing descriptive display names and strategically using aliases, you can enhance communication, maintain a professional image, and streamline your email management process.