App Tutorial

Share Gmail Labels for Team Collaboration in 5 Steps

author
Jason Gong
App automation expert
Apps used
Google Mail
LAST UPDATED
February 18, 2024
TL;DR

Directly sharing labels in Gmail requires third-party tools like Gmelius or Keeping. This process enhances team collaboration by ensuring access to the same emails and contacts.

  • Use Gmelius to share email labels by installing its extension, creating or selecting a label, and choosing users to share with.
  • Keeping offers an alternative method for sharing email labels within Gmail.
  • For contact labels, utilize tools like Shared Contacts for Gmail® to share and manage access.

Automate your email management and collaboration with Bardeen to streamline your workflow.

How to Share a Label in Gmail

Sharing a label in Gmail can significantly enhance collaboration within teams by ensuring that all members have access to the same set of emails. However, Gmail itself does not directly support sharing labels. To achieve this, users often turn to third-party tools like Gmelius or Keeping. These tools integrate with Gmail, allowing users to share labels and manage emails more efficiently in a collaborative environment.

Method A: Share a Gmail Label Using Gmelius

  1. Install the Gmelius extension for Gmail in your browser.
  2. Open the Gmelius Web App and navigate to gmelius.io/workspaces.
  3. Enter the name of the new Gmail label you wish to create or select an existing label from the drop-down list to share with your team.
  4. Choose the users you want to share the label with. It's recommended to allow administrators to manage the shared label.
  5. Decide on the number of previous conversations to share, if any, and complete the setup.
  6. Users included in the shared label will receive an email notification and must approve the sharing.

Method B: Share a Gmail Label Using Keeping

Keeping is another tool that facilitates sharing Gmail labels among team members. It is designed to work within Gmail, providing features like email tags, which serve as an alternative to labels for organizing emails. However, specific steps to share labels using Keeping were not detailed in the provided excerpts.

How to Share a Contact Label in Gmail

Sharing contact labels in Gmail is a bit different from sharing email labels and requires a distinct approach. Google Contacts allows users to organize contacts using labels, but direct sharing of these labels isn't supported by Google Contacts itself. Instead, users can utilize third-party tools like Shared Contacts for Gmail® for this purpose.

Steps to Share Google Contact Labels

  1. Sign in to your shared contacts manager, such as Shared Contacts for Gmail®.
  2. Your Google Contact labels will be automatically retrieved. Select the label(s) you wish to share.
  3. Click on the "Share" icon and add the users or groups you want to share your contacts with.
  4. Assign the appropriate permissions based on whether you want collaborators to view or edit the contacts.
  5. Save your changes. Your colleagues will then have access to the shared labels and all the contacts within them.

By following these methods, teams can effectively share both email and contact labels in Gmail, enhancing collaboration and ensuring that all team members have access to the necessary information.

Automate Gmail Workflows with Bardeen: From Emails to Tasks

While Gmail does not directly support sharing labels, leveraging automation can significantly streamline your email management tasks, particularly when working within a team or managing projects that require frequent collaboration. Bardeen offers powerful automations for Google Mail that can enhance your productivity and ensure a seamless workflow.

  1. Create ClickUp task when label is added to an email: Automatically generate ClickUp tasks from labeled Gmail emails, streamlining task management and ensuring that important emails are never overlooked.
  2. Save labeled emails to ClickUp, including attachments stored on Google Drive: Enhance your project management by saving labeled Gmail emails as ClickUp tasks, with attachments securely uploaded to Google Drive.
  3. Save labeled emails to Google Sheets, including attachments stored on Google Drive: Efficiently organize your Gmail correspondence and attachments in Google Sheets, creating a centralized database for easy access and reference.

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