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Forward emails to team members

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Bonnie Wolfe edited this page Dec 7, 2022 · 25 revisions

Forwarding project account's Gmail

It's important to forward your project's email accounts correctly so that you don't miss any messages coming in for your project, and to disincentivize people from sending emails from their personal email addresses in order to be able to monitor incoming project messages.

Who should get forwarded the emails?

  • The organization gets a copy of all mail
  • The PMs get a copy of all mail
  • Any leads who need copies of mail can be added
  • You can also temporarily add members who need to see incoming messages. Usually that is a UX member on a project specific UX email account (e.g., [email protected])

Base forwarding to the organization

This should already be setup, which will look like this

*Special note: the email might change names, but will still be a role hackforla.org email account

If it is not setup this way, please follow the instructions on Forward-all-Incoming-Emails-to-Organization

Forward emails from the project's email account to a person on the team

  • How to add someone to the email account for the project
    • Log in project email address (use 1password)
    • Go to settings (it's the gear icon)
    • Go to See all settings
    • Go to Forwarding POP/IMAP: https://mail.google.com/mail/u/0/#settings/fwdandpop
    • Choose "Add a forwarding address" button
    • Add the person's personal email address (one by one for multiple team members)
    • Have person accept invitation in their personal email
    • after all the people you want to add have confirmed that they have accepted, reload Gmail
    • Go to settings (its the gear icon)
    • Go to See all settings
    • Go to Filters and Blocked Addresses: https://mail.google.com/mail/u/0/#settings/filters
    • Choose "Create filter"
    • In the "To" field add the name of the project's email account you are in
    • Choose Create Filter
    • Choose Forward it to: Choose an address and select their personal email address from the drop down
    • Choose Create Filter (create a new filter for each team member)

Remove team members from forwarding

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