Email is a big problem but the bigger problem is keeping track of all those conversations where multiple people are participating. Two way conversations are fine, I send my message, archive it and immediately remove the conversation from my inbox. But the situation becomes alarmic when you have to frequently share old emails with a group of people.
This starts a never ending chain of email forwards and sometimes, I find myself losing track of the message which started the thread in the first place.
You’ve moved a long way into the conversation and suddenly, one member says –“Hello, I can’t find that old message in my inbox, I think I have lost it. Could you please check your sent mail folder and forward me the entire conversation?”. Facebook has a group messaging email combo but it isn’t as good as a regular email inbox, crippled and surrounded by distractions.
Unlike Gmail, Google Docs is far better as far as sharing is concerned. You create folders, choose collaborators, set access privileges, drop those documents and its done. But there is no easy way to share an entire email label with someone else (or a group of people), you will have to do it manually and this gets really irritating after some time.
Squadmail changes all this.
It’s like a Dropbox for your ever expanding email inbox, you just have to drag and drop messages to your Squadmail folder and it will be instantly shared with your chosen collaborators. No forwarding, no cc’s, no more searching for old email and forwarding a bunch of them to people who won’t ever learn to use the “CC” or “Bcc” in a message thread.
Here is how it works.
First, you have to tie your email account with Squadmail through IMAP settings. If that sounds geeky, just hit the “Sign up with Gmail button” on the homepage and grant Squadmail access to your Gmail account. When you create a shared folder within your Squadmail account, the folder gets a unique email address firstname.lastname@example.org. This email address can be set to receive messages only from selected email addresses, all you have to do is select the checkbox “Only members of this folder can send mails to this address”.
Next, add the collaborators whom you want to have access to all the shared emails and its done.
Now any member can send email to the common email address and it will automatically be forwarded to all the other members of the group. You can even drag and drop a pile of messages into your shared label and all those messages will be shared with the respective collaborators. This is a permanent solution for the Fwd: Fwd: Fwd loop and the best thing is that all the shared messages remains archived in your Squadmail inbox.
This is a really useful tool for enterprises and organizations who need a simple, yet hassle free way to share selected conversations with a team. Here at Techie Buzz, we have an email address [tips at techie-buzz.com] for receiving tips, suggestions and product pitches from startups and developers. This inbox has to be constantly monitored and it is really impossible for a single person to do this round the clock. Moreover, Keith has to manually forward the received press release to one of the authors, and then the author has to notify other authors that he is working on this particular story. We have switched from Google Groups to Yammer long back but Squadmail’s common inbox is a best fit, when multiple people must have access to a common inbox.
Squadmail can also act as an intermediary between your main inbox and newsletters. You can create separate folders for newsletter subscriptions and use the disposable email address to your advantage. When things go out of control, simply delete that folder and start over with a new Squadmail address. That way, your real email address is never shared with other sites; this helps keep your main inbox clean and free from junk.
The following video explains Squadmail in full detail: