The 2026 Guide: Google Shared Inbox vs. Google Groups

1. What just happened? The “New” Shared Inbox Prompt

Historically, if you wanted a shared email address (like info@yourcompany.com), you used Google Groups. It was free because a “Group” is just a redirector, not a box of storage.

Today, Google is pushing a new Shared Inbox feature. When you click that prompt:

• Technically: Google is creating a Standard User Account.
• The Workflow: It automatically turns on “Gmail Delegation” and grants your existing users access to it.
• The Catch: Because it is a real user account with its own storage and login, Google charges you for a full additional license (e.g., $7, $14, or $22/month depending on your tier).

2. Technical Architecture: The “Real” Difference

There are now two distinct ways to handle “shared” mail.

3. Where are the emails actually stored?

• In a Group (Free): The emails technically live in the Google Groups Archive. If members are “Subscribed,” a copy is also delivered to their individual Gmail mailboxes.
• In a Shared Inbox (Paid): The emails are stored in a dedicated, physical mailbox belonging to that new user account. When you “delegate” access, you are simply looking into that account’s storage.

4. Why is Google charging for this now?

Google is marketing the “Shared Inbox” as a premium alternative to Groups because it solves three major technical pain points that the free version (Groups) couldn’t:

1. Unified Sent History: In a Group, if “User A” replies to a customer, “User B” cannot see that reply unless they were CC’d. In the paid Shared Inbox, everyone sees every reply in one place.
2. Native Gmail Experience: You don’t have to leave your inbox to go to a “Groups” website. It feels like a second tab in your Gmail.
3. AI Integration (Gemini): The paid version allows Google’s AI to summarize the shared thread history—something that is technically difficult to do across fragmented Group archives.

FAQ: Everything You Need to Know

Q: Is there a “Shared Mailbox” type that doesn’t cost money?

A: No. In the Google ecosystem, if it has its own “Sent” folder and “Drafts” folder, it is a User Account, and Google requires a license for every User Account. The only “free” way is to use a Google Group.

Q: Can I just create an Alias for free?

A: Yes, but an Alias (e.g., sales@yourcompany.com pointing to you@yourcompany.com) is only for you. If you want 3 people to see those emails and reply from that address, you must use a Group or a Paid Shared Inbox.

Q: Where do I manage the permissions?

A: * For the Free way (Groups): Admin Console > Directory > Groups.

• For the Paid way (Shared Inbox): Admin Console > Users (it appears as a standard user).

Q: What happens if I delete the Shared Inbox user to save money?

A: All emails stored in that mailbox will be permanently deleted unless you migrate them to another user or a Group archive first.

Q: Is “Collaborative Inbox” the same as “Shared Inbox”?

A: This is where it gets confusing. “Collaborative Inbox” is a feature of Google Groups (the free version). It adds “Assign to” and “Set Status” buttons to the Groups interface. It is still not a “Shared Mailbox” in the technical sense.

Rajesh Kumar

I’m a DevOps/SRE/DevSecOps/Cloud Expert passionate about sharing knowledge and experiences. I am working at Cotocus. I blog tech insights at DevOps School, travel stories at Holiday Landmark, stock market tips at Stocks Mantra, health and fitness guidance at My Medic Plus, product reviews at I reviewed , and SEO strategies at Wizbrand. 

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