Google Apps?

hmig89 · Apr 11, 2012

Hi Guys,

We run an ecommerce and ebay business selling video game, we currently use capsule CRM, all our customers, suppliers and designers are listed in capsule CRM and are in their own seperate list and any time someone is contacted or they contact us and work is done we log the note on capsule CRM, we currently host our emails with hostgator, I see that Capsule CRM, can work from google apps which is great.

My real question here is under one google apps account how many email can I have? I have about 12 different company email address ie [email protected], we were thinking it will be a lot easier using capsule crm to talk to gmail and google whist communicating with our customers, it would save us a bit of time. I hear great things about google apps and have had a browse if it but still not sure how to actually incorpoare any of the other features into our business, but the google apps and capsule crm will be great as them communications with suppliers and customers can be logged straight from gmail to capsule and this way the user who is on the capsule crm will know exactly the last communiaction to that customer, even to build rapport and sales pipeline.

Just wondering if evey different email would need a google apps account, I would only need 3 different users on google apps, but wanted to know what the emails address per google apps account was?

Thanks
Hugo

andygambles · Apr 11, 2012

Google Apps can support an unlimited number of individual full email accounts.

The free version is restricted to 10. Paid version is £33 per user per year.

However you can add an unlimited number of aliases to a user account. So you could have one mailbox which accepts mail for sales@ info@ support@ etc.

liongroup · Apr 11, 2012

andygambles said:
Google Apps can support an unlimited number of individual full email accounts.

The free version is restricted to 10. Paid version is £33 per user per year.

However you can add an unlimited number of aliases to a user account. So you could have one mailbox which accepts mail for sales@ info@ support@ etc.

Google Apps is one of those services that you are quite happy to pay for - though you can do the above for free.

onlinepsychics · Apr 12, 2012

Google APPS is a common service of those that you can become to happy free using.

hmig89 · Apr 12, 2012

Hi Guys,

Thanks for the information, that is great, I would not want one inbox, that would be to complex for us but as long as I can have seperate emails and we can set these up with blackberry/iPhone to push the emails too, I will be happy to do it.

The other thin I need to do now is see if I can set up the emails so different users only have access to certain email addresses.

Thanks
Hugo

andygambles · Apr 12, 2012

hmig89 said:
Hi Guys,

Thanks for the information, that is great, I would not want one inbox, that would be to complex for us but as long as I can have seperate emails and we can set these up with blackberry/iPhone to push the emails too, I will be happy to do it.

The other thin I need to do now is see if I can set up the emails so different users only have access to certain email addresses.

Thanks
Hugo

Yes you can do this by setting up multiple log-ins within Google Apps. Then in the web interface your just click switch accounts in the top right. Or if using IMAP/iPhone/Blackberry just configure the multiple accounts on the device.

Gillie · Apr 12, 2012

I use google apps and also have a behind the scenes CRM on site - so in fact, don't need to be stuck to one machine for any information and can get access to all those vital things simply by signing in on someone elses machine.

Re the multiple emails in to one inbox - mine looks like a rainbow - I have different email accounts with different colours so can tell immediately which is the more important to answer.

Love it!

hmig89 · Apr 12, 2012

Thanks Guys,

I now have a better understanding and will be routing all my mail from hostgator to google apps rather than it going straight to google, just in case gmail is ever down. I did not like the sound of 1 email address, but if they can all be colour labled and seleted on the left hand colum then that is great, and I suppose this wouls save switching accounts or logging in with different email and password?

I will give it a test run and play about with it and see which way I prefer, Thanks for the help guys, appreciate it.

@Gillie which CRM are you using?

Talay · Apr 12, 2012

I have about 20 inboxes running in separate tabs across one monitor, all with pop ups for new mail.

I'm looking for an aggregated view of all if anyone knows how to achieve that whilst at the same time viewing each one singularly.

andygambles · Apr 12, 2012

hmig89 said:
Thanks Guys,

I now have a better understanding and will be routing all my mail from hostgator to google apps rather than it going straight to google, just in case gmail is ever down.

Host gator is more likely to go down than gmail.

hmig89 · Apr 12, 2012

andygambles said:
Host gator is more likely to go down than gmail.

Thanks Andy, I did speak to hostgator but they said that I could not do it that way, if I put in an emal router all reply from gmail would be from @gmail than @mydomain, hostgator said the way to do if I wanted to keep emails on hostgator and gmail is to set up a google apps account with another domain and them forward the mail from hostgator to google apps.

They said one email can´t simply go to two places and emails cant be forwarded to the same domain, DNS does not work that way hostgator said.

hmig89 · Apr 12, 2012

Can someone give me a hand here, I can only seem to add email alisaes as nick names in users&organistaion I was under the impression 1 user could ahve 30 different email address, but I see nowhere to add these? I might be being a bit blonde here but what am I missing. How do I set up these email address so they dont all go to one inbox?

Thanks
Hugo

Gillie · Apr 12, 2012

hmig89 said:
Thanks Guys,

I now have a better understanding and will be routing all my mail from hostgator to google apps rather than it going straight to google, just in case gmail is ever down. I did not like the sound of 1 email address, but if they can all be colour labled and seleted on the left hand colum then that is great, and I suppose this wouls save switching accounts or logging in with different email and password?

I will give it a test run and play about with it and see which way I prefer, Thanks for the help guys, appreciate it.

@Gillie which CRM are you using?

SugarCRM - we work in two offices most of the time so it means the team can keep an eye on things without worrying if someone has updated it yet etc.

andygambles · Apr 12, 2012

hmig89 said:
Thanks Andy, I did speak to hostgator but they said that I could not do it that way, if I put in an emal router all reply from gmail would be from @gmail than @mydomain, hostgator said the way to do if I wanted to keep emails on hostgator and gmail is to set up a google apps account with another domain and them forward the mail from hostgator to google apps.

They said one email can´t simply go to two places and emails cant be forwarded to the same domain, DNS does not work that way hostgator said.

They are talking crap. You will need to be creative. It is probably beyond the scope of a forum but you can set up dual delivery with Google Apps. You need the paid version and to point the MX records at Google. Then configure the mailboxes on Google Apps you want then if you want other mailboxes not on Google set this up in the dual delivery settings.

Chunkford · Apr 12, 2012

hmig89 said:
Thanks Andy, I did speak to hostgator but they said that I could not do it that way, if I put in an emal router all reply from gmail would be from @gmail than @mydomain, hostgator said the way to do if I wanted to keep emails on hostgator and gmail is to set up a google apps account with another domain and them forward the mail from hostgator to google apps.

They said one email can´t simply go to two places and emails cant be forwarded to the same domain, DNS does not work that way hostgator said.

Completely confused here :|

You set the Google apps account to use your domain name by changing the the MX records to use the Google email servers.
This allows you and your users to send email using @yourdomain.com
You can then set it up so that you and others can access their email using for example http://mail.yourdomain.com for ease of use.

http://support.google.com/a/bin/answer.py?hl=en&answer=33327If your wanting to have a universal email where you have a team answering emails from one email address e.g. [email protected] you would need to set up a group and create a mailbox for it to share it with the users of your domain
Here's more info - http://support.google.com/a/bin/answer.py?hl=en&answer=167430

hmig89 · Apr 12, 2012

Thanks Andy and Chunkford,

I think I am now getting a bit more used to it, I have now got the paid version for 1 user (an administrator) the dual delivery looks like something I can do and I have already changed my mx records at 123 reg.

The problem I have now is that all my emails are going one inbox ie [email protected] all the other emails ie @sales and @purchases I have added them as nicknames which I believe are aliases, so I believe all the emails will go to this one account.

What I really wanted to do was have a different mailbox for each type of email address so all the @sales would go to one inbox and @purchases to another inbox. Do I have to creat user and pay £33 in order to have each email address?

The reason I want them all in seperate mail of is so they don't get mixed up.

I hope that makes sense?

Thanks
Hugo

hmig89 · Apr 12, 2012

Just had a further look from what I can see each user has 1 mailbox so I guess I will need to do it by creating aliases, I would Prefer if all the sales went to @sales and purchases went to @purchases so that not every user could see the teams other emails however I am not prepared to pay £33 for each mailbox. Using the crm and google will only be 2 of us, the other staff will essentially only need a mail box as they work with excel spreadsheets mainly and the Ecommerce software. So it's a bit of a tricky situation.

Krash · Apr 13, 2012

hmig you don't create aliases. You use the "groups" function within Google Apps.

Setup a group, allow email from the outside / internet and then just add as many email addresses as you want that you want to receive the email.

This costs nothing extra.

hth.

Krash · Apr 13, 2012

And to add to this, you would be far better off learning how to use "Labels" and using aliases, then setup a "filter" that would tag each incoming email based on what email address it was sent to.

hmig89 · Apr 13, 2012

Krash said:
And to add to this, you would be far better off learning how to use "Labels" and using aliases, then setup a "filter" that would tag each incoming email based on what email address it was sent to.

Thanks I will try and set it up with groups the problem with the central address is that I will be able to access someone else's emails. Unless if I create another user then create a another primary address on the new user and have certain aliases to my account and the other email address to aliases on the other google apps user account.

Krash · Apr 13, 2012

You can't have an alias to more than one account.

You can set your google apps account to "poll" another account for mail (imap and pop3).

You can also set "forwarding rules" using the aforementioned filters from the central account.

hmig89 · Apr 13, 2012

Ah right I see, I was under the impression that each google apps user had their own primary email and then they could have aliases to so in essence 2 central address with 5 alias to one central and another 5 aliases to the other primary account.

Krash · Apr 13, 2012

Hah, ok - I may be lacking an understanding of what you're trying to achieve here (and trust me, I've read this thread over and over to try!).

One "email address" can have as many aliases as you wish to give it within google apps.

Eg:

Address 1 = [email protected]
aliases = sales, sold, sell

All will go to address 1 (you can also set up google to "send as" these email addresses.

address 2 = [email protected]
aliases = purchases, bought, buying

All will go to address 2 (as above you can setup to "send as").

You can also setup a "group" that would distribute emails to multiple email accounts

Group 1 = sales
forwarding to: address 1, address 2

But what I'm understanding your requirements to be are, you want to give out two addresses (sales@ and purchases@) and then be able to differentiate them from each other.

You want to do this on an address level but you want them to be entirely separate, leading you to the conclusion that you need two email accounts.

In this scenario you will need to pay for 2 google apps users to have entirely separate email inboxes.

What I am suggesting is that you setup the aliases all to direct to address 1 (sales@ and purchases@) and you then set FILTER RULES to "label" them coming in based on the address they were sent TO.

Labels are Googles version of "folders".

So you would have 2 labels:

Sales@
Purchases@

The rules for which would be:

If "to" address = [email protected] then label with "sales@"
If "to" address = [email protected] then label with "purchases@"

This would both keep them separate and also save you the cost of a second user account which won't be needed until separate people are doing the roles of "sales@" and "purchases@" and this would be much easier to adjust to as you would create a second user account, move the aliases ovedr and remove the labelling rules.

hmig89 · Apr 14, 2012

Krash,

I would like to say thank you for a fantastic post. I have been playing with google apps and liking it more each time. I have descided to get all the emails (nickname/alias) to go to a central address then set up labels and filters. It pretty much working how I would like it too. The other thing I did want to do was add something like to-do, follow up or solved next to the email address which has the label. like the image here http://mashable.com/2010/03/19/small-business-google-apps/

What I need to know now is if the aliases can be set-up in outlook as a mailbox instead of using ms exchange?

I have also decided to add Xero from the apps marketpalce so I can finally get off quickbooks

if anyone can suggesst any other apps that would be great too

Thanks once again
Hugo

corbingrimes · Apr 17, 2012

I agree with andygambles.....

hmig89 · Apr 17, 2012

Hi Guys,

Just an update, Finally got everything working how I want, Capsule CRM works great straight from Gmail (Zoho looks interesting for future)

I have set this up on my iphone and outlook as Exchange, is this better than setting it up as a IMAP?

So for for me it works well, and looks like it works like an IMAP as every change i make on my iphone or outlook is updated on the web interface.

Once again thanks to all those who have contributed in this thread. It's been a real help and great support.

Krash · Apr 18, 2012

Keep it as Exchange.

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