Shared Inboxes: Setup + Usage

So anyone on the team can help

The Three Addresses

Address Use For
tech@oneearthfilmfest.org Technical support, file issues, equipment problems, QC questions
films@oneearthfilmfest.org Filmmaker communications — file delivery, specs, captions
hosts@oneearthfilmfest.org Host communications — packet delivery, troubleshooting, logistics

Quick Start

  1. Add the addresses you need as "Send mail as" in Gmail settings
  2. When replying, switch the From field to the appropriate shared address
  3. That's it — their replies now come to the shared inbox

One-Time Setup

Path: Gmail → Settings (gear) → See all settings → Accounts tab

  1. Find "Send mail as" → click Add another email address
  2. Enter the address details:
    • Name: OEFF Tech (or One Earth Films, One Earth Hosts)
    • Email: tech@oneearthfilmfest.org (or the relevant address)
  3. Uncheck "Treat as an alias" → Next → Send Verification
  4. Click the link in the verification email
  5. Repeat for each address you need

Once set up, you'll see all addresses in the "From" dropdown when composing.

Troubleshooting: Verification email didn't arrive
  1. Check the Google Group directly at groups.google.com — the verification often arrives there rather than your personal inbox
  2. Click the group name (e.g., "OEFF Tech")
  3. Look in Conversations for the verification email
  4. If it's not there, try sending verification again from Gmail settings

⚠ Set the Display Name

Don't skip this. Without it, hosts and filmmakers see your personal name instead of "One Earth Films" when you send from a shared inbox.

  1. Go to Gmail → Settings → Accounts tab
  2. Find the shared address under "Send mail as"
  3. Click edit info
  4. Change the name to the correct display name (see table)
  5. Click Save Changes
Address Set Name To
tech@oneearthfilmfest.org OEFF Tech
films@oneearthfilmfest.org One Earth Films
hosts@oneearthfilmfest.org One Earth Hosts

See visual walkthrough →

Sending and Replying

When you reply:

  1. Hit reply
  2. Click the From field
  3. Switch to the appropriate shared address
  4. Send

View just the shared inbox:

  1. Go to groups.google.com
  2. Click the group name (e.g., OEFF Tech)
  3. Click Conversations in the sidebar

Bookmark the group page for quick access.

Moving to Shared Inboxes

When you can, send from shared addresses instead of your personal email — especially for new outreach, reminders, and follow-ups. This way replies come back to the shared inbox and anyone on the team can pick them up.

For threads already in progress from your personal email, no need to disrupt — just shift at a natural touchpoint (like a new follow-up or reminder).

Transition footer — add this to your first few emails from the shared address:

You may notice this email is from a new address — we're using shared team inboxes now so anyone on our team can help you faster.

Which Address to Use

Situation Use
Asking a filmmaker for their file films@
Sending a host their screening packet hosts@
Scheduling a site visit with a venue hosts@
Troubleshooting a playback issue tech@
General OEFF inquiry (not sure) tech@ (default)

Common Scenarios

Filmmaker asks about specs: Reply from films@ with the spec sheet link or FAQ.

Host has a question covered in the guide: Answer directly, then link the Host Guide.

Reply comes into your personal inbox on an old thread: Forward to the shared inbox, then reply FROM the shared address.

Need to hand off: No need to forward — it's already in the shared inbox. Tag in the Team Space if urgent.

Closing out: Send a quick close: "All set — thanks!" or "Resolved — closing thread."

Subject Lines + Quick Habits

Subject line prefixes:

Quick habits:

Cheat Sheet