Difference between revisions of "Microsoft Group Inbox vs. Shared Mailboxes"

Learn about the key differences between Microsoft 365 Group Inboxes and Shared Mailboxes.

Understanding Microsoft Group Inbox vs. Shared Mailboxes

As organizations use Microsoft 365, you may encounter different ways to share email access with team members. Two common options are Shared Mailboxes and Microsoft 365 Group Inboxes. While both allow multiple people to access the same email address, they work differently and serve different purposes. This guide will help you understand which option is best for your team's needs.

What Are These Mailboxes?

Shared Mailboxes have been available in Microsoft Exchange for many years. They're typically used when multiple people need to monitor and respond to emails from a common address, such as info@company.com or support@company.com. Microsoft 365 Group Inboxes are part of a larger set of collaborative tools. When you create a Microsoft 365 Group or a Team, you automatically get a mailbox along with a SharePoint site, shared calendar, OneNote notebook, and other resources—all connected together.

Key Differences at a Glance

Access and Visibility

Shared Mailboxes:

• Appear in a separate section of your Outlook
• Must be manually added to your Outlook profile
• Always visible once added

Group Inboxes:

• Automatically appear under the "Groups" section in Outlook when you're a member
• May be hidden if the Group was created as a Team first (but can be made visible if needed)
• No manual setup required
• Work best in Outlook Web access

Folder Structure

Shared Mailboxes include the familiar folder structure you're used to:

• Inbox
• Drafts
• Sent Items
• Deleted Items
• Junk Email
• Archive
• Notes

Group Inboxes have a simplified structure:

• Inbox (where you can create subfolders if needed)
• Deleted Items
• No separate Sent Items folder—sent messages appear as conversation threads in the Inbox

Sending Emails

Both types allow you to send emails from the shared address, but the experience differs slightly: Shared Mailboxes offer:

• Send As (emails appear to come directly from the shared mailbox)
• Send on Behalf (emails show you sent on behalf of the mailbox)

Group Inboxes offer:

• Send As (emails come from the Group address)
• Send on Behalf (emails show you sent on behalf of the Group)
• All sent messages automatically appear in the Group's Inbox for all members to see

Connected Resources

Shared Mailboxes:

• Stand alone—just an email inbox
• Not connected to other collaboration tools
• Emails must be manually moved if you want to store them with related documents

Group Inboxes:

• Directly connected to a SharePoint site for file sharing
• Linked to a shared calendar
• Connected to Teams (if your Group has a Team)
• Easier to keep emails and related documents together

When to Use Each Type

Use a Group Inbox When:

• Your team already has a Microsoft 365 Team
• You want to easily manage who has access to the Inbox without having to submit an IT support request
• You want emails connected to shared files and other team resources
• Your team wants a unified place for communication and collaboration
• Multiple people need to collaborate on the same topics
• You prefer automatic access (no manual setup required)

Use a Shared Mailbox When:

• You need to manage high volumes of incoming emails from various sources
• The separate Sent Items, Drafts, and other folders are essential to your workflow
• You need a standalone email solution without other collaboration tools
• You're managing customer inquiries, support tickets, or general information requests

Receiving External Emails

Both types can receive emails from outside your organization, but there's one difference:

Shared Mailboxes accept external emails by default Group Inboxes require this setting to be enabled (your IT team can help with this)

Making the Right Choice

Before requesting a new Shared Mailbox, consider whether your team already has a Microsoft 365 Group or Team. If you do, the Group Inbox might already meet your needs—you may just need to make it visible in Outlook. If you're unsure which option is right for your team, contact IT support. We can help you determine whether a Group Mailbox will work for your needs or if a traditional Shared Mailbox is more appropriate.

Tips for Success

For Group Inboxes:

• Get comfortable with threaded conversations, since sent and received messages appear together
• Take advantage of the connected SharePoint site to store related documents
• Remember that all Group members can see sent messages automatically

For Shared Mailboxes:

• Use folders to organize incoming messages
• Establish team protocols for who handles which emails
• Remember to check the Sent Items folder regularly

Feature comparison

Questions?

If you need help setting up access to a Shared Mailbox or Group Mailbox, or if you're not sure which option is best for your team, please contact the IT Help Desk.

This guide is designed to help staff and faculty understand the practical differences between these two mailbox types and make informed decisions about which best suits their team's workflow.