Key takeaways
- Give each inbox one job, such as outbound, inbound enquiries or a team address.
- Use the same label or category names in every inbox, so a search means the same thing everywhere.
- Reply from the address the conversation started on, or the buyer sees two senders.
- Smartbox keeps each mailbox separate rather than merging them into one shared inbox.
Why do sales teams manage multiple email accounts
Sales teams end up with several accounts because different jobs need different addresses: a personal work address, a shared enquiries inbox, a separate domain for outbound, or a mailbox inherited from an acquired brand. The trouble is rarely the number of inboxes; it is not knowing which one a conversation lives in.
Write down what each address is for and who reads it. That one list settles most questions about where to look and where to reply from.
How do you work across multiple Gmail or Outlook inboxes
Work across them by connecting each one where you do your email work and switching between them on purpose, rather than forwarding everything to one address. Forwarding breaks threads and makes replies leave from the wrong address.
In Pebbles Ai, any user can connect more than one inbox per provider in Settings, Connections, for Gmail and for Outlook. Smartbox gives each the same tools: search, read, threads, compose, reply, forward and send, with BCC.
Can you have one place for all sales inboxes without merging them
Yes: one app can hold every inbox while each mailbox keeps its own threads, labels and sender address, which is how Smartbox works. You choose which mailbox to work in, and nothing is merged into a shared list.
Smartbox does not assign conversations to team members or track response times across a team. The separation is deliberate, because a reply should always leave from the address the buyer already knows.
How do you keep labels and categories consistent across inboxes
Keep them consistent by agreeing one short set of names, such as Prospect, Customer, Partner and Waiting on them, and using it in every inbox. Gmail uses labels and filters; Outlook uses categories and rules, so the same name lives in a different place in each.
Pebbles Ai's assistants work with both. Applying a label or category, or setting up a filter or rule, needs no approval; in Gmail and Outlook only sending is an approval action, and it follows your execution mode.
How do you choose which inbox a reply goes from
Choose the inbox the conversation started in, unless you are moving it on purpose, and tell the buyer when you do. A buyer who hears from two addresses may wonder which one is real.
When Gmail and Outlook are both connected, the assistant asks which mailbox to use before it drafts. With several inboxes from one provider, name the mailbox in your request, such as the enquiries inbox, and check the sender line on the draft before it goes.
How to manage several sales inboxes, step by step
Set the rules once, so every inbox behaves the same way.
- List each inbox, what it is for and who reads it.
- Connect every Gmail or Outlook inbox you use in Settings, Connections.
- Agree one set of label or category names and ask an assistant to apply it in each inbox.
- Reply from the mailbox where each conversation started, naming that mailbox when you ask an assistant to draft.
- Check the sender address on every draft before you send it.
Where Pebbles Ai fits
Common questions
Can I connect two Gmail accounts to Pebbles Ai?
Yes. More than one inbox per provider can be connected, for Gmail and for Outlook.
Does Smartbox merge my inboxes into one list?
No. Each mailbox stays separate, and you choose which one to work in.
Which email providers are supported?
Gmail and Outlook. Other providers cannot be connected.
Can a team share one sales inbox in Smartbox?
Smartbox does not assign conversations between people. Each person works in the inboxes they have connected themselves.
About this page. Written by the Pebbles Ai team for people who run sales, marketing and growth. Last updated .
