Often times you need a generic email address such as “[email protected]” in which one or more people need access to emails sent to that address.
As a G Suite user, you may think you need to purchase a new subscription to set up the generic email address. However, not only might that not be necessary, it may not be the best way to accomplish your objective. This post will discuss the three (3) ways G Suite users can set up “generic” email addresses, the pros and cons of each method and example use cases.
Purchase a stand-alone G Suite account and assign the generic email address to it (ie – [email protected]).
All emails sent to that address will be centralized into a single G Suite account which can be checked by anyone with the credentials to that account.
The G Suite account can also be used to authenticate other applications and/or access shared files and folders for teams or departments negating the need to purchase each employee their own G Suite account.
You have to pay for the G Suite account to use for the generic email address.
Allowing employees to log in with a generic account prevents admin from knowing exactly who accessed what since multiple people are using the same account.
Sharing credentials presents a security risk and makes it difficult to use two-step verification or security keys.
Example Use Case:
If you need to send emails from a copier, you would need to set up an account such as “[email protected]” then configure the copier in accordance to G Suite guidelines.
You must have the credentials to the parent account (ie – [email protected]) in order to see the [email protected]emails which means allowing another user to access poses a security risk to the [email protected] account and inconveniences both the requestor and the parent account owner.
You can forward emails to [email protected] to other employees, but you must know how to use account Gmail filters and possibly “groups” to effectively pull off.
Example Use Case:
You are the only salesperson in your company and want the ability to send and receive emails with the [email protected] address and nobody else in the company needs to see these emails.