Your employees might already be used to e-mails like [email protected] or [email protected] to send their requests to. To avoid painful transition when you would have to monitor multiple inboxes instead of having everything in Back you can easily set up e-mail forwarding for your existing e-mail inboxes, so that all requests seamlessly end up in Back.
Where to find my team's Back e-mail address?
You can find the Back e-mail addresses of all the teams in the Team Management section of Settings. It always has the format <team-slug>@<organization-slug>.back.ee, e.g. [email protected], where office is the team slug and acme is the organization slug.
Forwarding a shared Gmail inbox
ℹ️ You have a shared inbox setup if you and your colleagues share access to the same e-mail inbox.
Log in to your shared e-mail inbox
Go to Settings → Forwarding and POP/IMAP
Click on Add a forwarding address and enter the address of your team in Back e.g. [email protected]
Confirm the forwarding in the next dialog
Google needs to verify that the e-mail address you're forwarding to is really owned by you. To do so they send a verification code to the e-mail address which you need to enter.
Once you add the forwarding e-mail go to Back to find a new request from Google with title containing Forwarding Confirmation.
Either copy the 9 digit code or click on the first link in the e-mail to confirm the forwarding.
Once confirmed you can then enable forwarding by going back to Gmail → Settings → Forwarding and POP/IMAP and then selecting "Forward a copy of incoming mail to…" and selecting the address you just added (in most cases it will be pre-selected).
You can also choose what to do with the forwarded e-mail (keep in Inbox, Archive, or Delete).
Forwarding a Google Group
ℹ️ You have a group setup if you and your colleagues each receive a copy of each e-mail from the group into your own inbox.
⚠️ To adjust the settings for Google Groups you need to have access to the group administration
Go to Google Admin dashboard
Go to Directory → Groups
Find the group you're looking for, e.g. [email protected]
In the Members section choose to Add members
Add a new member and enter the address of your team in Back e.g. [email protected]
(Optional) If you want to, you can also remove your e-mail and e-mails of your colleagues to avoid polluting your inbox.
💁🏻♀️ You need to have Allow members outside your organization enabled for this group to make it possible to add the Back e-mail address to the group.
Forwarding an Outlook account
In order to correctly forward e-mails from your Outlook account to Back you need to set up a redirection rule for your e-mail
If you're using Office 365/Outlook Live in English
Click the Gear icon → Settings → View all Outlook settings
Click on Mail → Rules → Click the Add new rule button
In the Name field, enter the name of this rule. (e.g. "Redirect email to Back")
In the Add a condition field choose "Apply to all messages"
In the Add an action field choose "Redirect to" and enter the e-mail the e-mail of the team in Back, e.g. [email protected]
Click on Save and make sure the rule is activated
If you're using Office 365/Outlook Live in German
Click the Gear icon → Einstellungen → Alle Outlook-Einstellungen anzeigen
Click on E-mail → Regeln → Click the Neue Regel button
In the Name field, enter the name of this rule. (e.g. "Redirect email to Back")
In the Bedingung hinzufugen field, choose "Auf alle Nachrichten anwenden"
In the Aktion hinzufugen field, choose "Umleiten an" and enter the e-mail the e-mail of the team in Back, e.g. [email protected]
Click on Speichern and make sure the rule is activated