Shared mailboxes let teams manage emails from a single address like support@ or sales@ — improving collaboration and response times.
Microsoft 365 Shared Mailboxes (Best Built-in Solution)
How to Create One:
- Go to Microsoft 365 Admin Center > Teams & Groups > Shared mailboxes
- Click Add a shared mailbox — enter name and email address
- Click Add members to grant access
- Save — no extra license required
Permission Types:
- Full Access — Open and manage the mailbox
- Send As — Send emails appearing from the shared address
- Send on Behalf — Shows “[User] on behalf of [Shared Mailbox]”
Adding to Outlook:
- Desktop: File > Account Settings > Change > More Settings > Advanced > Add
- Web: Click profile > Open another mailbox > Enter shared email
Does Google Workspace Have Shared Mailboxes?
No native feature — but two workarounds exist:
1. Delegated Accounts (Best for 1-2 people)
- Settings > Accounts > Grant access > Add delegate’s email
- Delegate accesses with their own login
2. Google Groups Collaborative Inbox (Best for teams)
- Create a Google Group with your shared email address
- Enable Collaborative Inbox in Group Settings
- Add members — allows assignment and status tracking
Limitations: No analytics, limited visibility, basic collaboration only.
Does Zoho Workplace Have Shared Mailboxes?
Yes — Zoho offers native shared mailboxes with:
- Group tags for categorization
- Delegate display showing who replied
- Multiple team members working on the same conversation
Set up via the Zoho Workplace Admin Console.
Quick Comparison
| Feature | Microsoft 365 | Google Workspace | Zoho Workplace |
|---|---|---|---|
| Native shared mailbox | ✅ Yes | ❌ No (workarounds) | ✅ Yes |
| Extra license required | ❌ No | N/A | ❌ No |
| Assignment features | ✅ Yes | ⚠️ Limited (Groups) | ✅ Yes |
| Ease of setup | ✅ Easy | ⚠️ Moderate | ✅ Moderate |
Which One Should You Choose?
- Microsoft 365 — Best for most businesses. Robust, free, easy to set up.
- Google Workspace — Only if you’re heavily invested in Google and have simple needs.
- Zoho Workplace — Good if you already use Zoho products.
Bottom Line: For straightforward, feature-rich shared mailboxes with no extra cost, Microsoft 365 is the clear winner. Google Workspace works but requires workarounds. Zoho is a solid alternative for existing Zoho users.
