Everything on shared mailboxes and collaborative inboxes in Outlook and Google Workspace.
A shared mailbox has no direct login, needs no license up to 50GB, and lets multiple people manage one email address. A user mailbox belongs to one person and requires a license. Here's when to use each.
How to set up an auto-reply on a shared mailbox in Outlook (Microsoft 365) and Gmail (Google Workspace), step by step, plus how to track what really happens after the automatic reply goes out.
Webinar
The missing layer that shows who's really doing the work in a shared inbox.
What is a Google Group mailbox? How to set up a shared team mailbox with Google Groups, its limits versus a true shared mailbox, and how to track response times.
Webinar
Shared inboxes sit at the heart of your customer communications and most teams manage them with almost no data. In this session, we'll show exactly how to add proper analytics to your shared inboxes.
Shared mailbox vs distribution list: the key differences, when to use each, and how to choose the right one for your team on Google Workspace or Microsoft 365.
How to set up a Google Groups Collaborative Inbox in Google Workspace, its limits versus a shared inbox, the most common problems and fixes, and how to track team response times.
As of 2026 Google Workspace has a native shared inbox, alongside Google Groups Collaborative Inbox and Gmail delegation. Compare the options, limits and how to track performance.
![Shared Mailbox Management: 11 Best Practices [Outlook + Gmail] (2026)](/blog/content/images/size/w800/2026/06/67ab13f9d1f903d4df5b289a_shared-20mailbox-20best-20practices-20-1-.webp)
11 shared mailbox and shared inbox best practices for Outlook and Gmail teams, naming conventions, ownership, rules, security, monitoring, and common mistakes to avoid.
Everything you need to know about shared mailboxes in Outlook: how to add one in New Outlook, Classic, OWA, Mac, and mobile, plus permissions, troubleshooting, and performance tracking.
Learn how to convert a distribution group to a shared mailbox in Microsoft 365 and Google Workspace. Follow our expert step-by-step guide with Exchange Admin Center and PowerShell methods, plus best practices to avoid data loss.
The best shared inbox tools and email management software for teams in 2026 - Hiver, Front, Help Scout, Missive and more compared, plus how to measure performance across any shared inbox.
Get response times, workload and email volumes across Gmail & Outlook, so you can spot bottlenecks early, balance work fairly, and reply faster.
