In many scenarios, a generic email address like “sales@scopedesign.com” becomes essential, where multiple individuals require access to the emails directed to this address.
Being a Google Workspace user, you might initially think of acquiring a new subscription to establish this generic email address. However, this may not always be a requisite, nor the most efficient route. In this guide, we’ll traverse through three distinct methods that Google Workspace users can leverage to set up “generic” email addresses, along with their merits, demerits, and illustrative use cases.
Strategy 1: Procure an independent Google Workspace account and allocate the generic email address to it (e.g., sales@scopedesign.com).
Advantages:
- All communications sent to this address are gathered in a singular Google Workspace account, accessible to anyone with the account credentials.
- This Google Workspace account can also serve as an authentication gateway for other applications and/or grant access to shared resources for teams or departments, obviating the necessity for individual Google Workspace accounts for each team member.
Drawbacks:
- There’s a cost associated with the Google Workspace account used for the generic email address.
- Utilizing a generic account hampers admin’s ability to monitor who accessed what since multiple individuals use the same account.
- Credential sharing can be a security concern and complicates the implementation of two-step verification or security keys.
Illustrative Use Case:
To dispatch emails from a copier, an account like “xerox@scopedesign.com” needs to be established, with the copier configured as per Google Workspace guidelines.
Strategy 2: Create an Alias email address for a personal account (e.g., main account = todd@scopedesign.com with an alias of sales@scopedesign.com).
Advantages:
- No additional Google Workspace account purchase is needed to set up an Alias.
- All emails directed to sales@scopedesign.com are aggregated in a singular Google Workspace account (todd@scopedesign.com).
- Emails directed to sales@scopedesign.com are sent to todd@scopedesign.com, letting the user monitor emails without exiting their Google Workspace account.
- The todd@scopedesign.com account can dispatch emails as sales@scopedesign.com from their own Google Workspace account.
Drawbacks:
- Access to the primary account (e.g., todd@scopedesign.com) is needed to view the sales@scopedesign.com emails, which can be a security risk and inconvenient for both the requester and the primary account holder.
- Email forwarding to other employees is feasible, but requires adeptness with Gmail filters and possibly “groups” for effective execution.
Illustrative Use Case:
Being the sole sales representative in your company, you desire the capability to send and receive emails using the sales@scopedesign.com address without other company members viewing these emails.
Strategy 3: Establish a Google Group with the email address sales@scopedesign.com.
Advantages:
- No extra Google Workspace account purchase is necessary to set up a Group.
- Simplified email forwarding to group members both inside and outside the organization.
- “Group Managers” can be designated to oversee members from their own Google Workspace account.
- Facilitates easy assignment and management of internal file permissions.
Drawbacks:
- Absence of a single Google Workspace account with all emails could pose issues in some situations, although messages can stay within the Google Group’s web interface as topics.
- The generic email address can’t serve as an authentication medium for applications.
- Members can only get copies of emails sent to the generic email address (e.g., sales@scopedesign.com) and can’t send emails with it.
Example:
Clients need to dispatch support requests, and multiple individuals in your organization need to view the emails as they arrive.
Before venturing to purchase another Google Workspace account for a generic email address, ensure to evaluate the use case as it might be a cost-saving and regret-averting decision in the long run.
