Email collaboration has come a long way, and shared mailboxes have emerged as the unsung heroes of seamless teamwork. But let's address the elephant in the room: do shared mailboxes need a license?
Understanding the Basics: How Does a Shared Mailbox Work?
First things first, let's find out how a shared mailbox works in two of the most popular platforms that allow shared mailboxes: Google Workspace and Microsoft 365.
A shared mailbox is a common email account that multiple users can access and manage so they can send and receive emails from a common email address. This makes it useful for teams or departments to handle communications collaboratively.
Shared mailboxes are often used for general inquiries, support, or any situation where multiple team members need to access the same emails. They also help in managing and tracking group communication without giving individual users full control over the mailbox.
Do Shared Mailboxes Need a License: The Case for Google Workspace
Shared mailboxes in Google Workspace do not require separate licenses for their creation or management. However, users accessing shared mailboxes must have user licenses or accounts within the Google Workspace subscription. The use of Google Groups can facilitate collaboration on shared email communication without incurring additional licensing costs for the shared mailbox itself.
Additionally, there are some considerations regarding user licenses and access permissions:
Creating and Managing Shared Mailboxes
Google Workspace does not have a specific "shared mailbox" concept like Microsoft 365. Instead, users can share access to individual Gmail accounts or create group mailboxes (Google Groups) where multiple users can collaborate on email communication without the need for additional licenses.
User Licenses
Each user who needs access to a shared mailbox in Google Workspace must have a user license or account within the Google Workspace subscription. This license allows users to access their own Gmail account and any shared mailboxes or group mailboxes they have been granted access to.
Group Mailboxes (Google Groups)
Google Groups can be used to create shared mailboxes where multiple users can collaborate on email communication. Users who are members of a Google Group can access the group mailbox without requiring individual licenses specifically for the shared mailbox itself.
Access Permissions
Administrators can manage access permissions for shared mailboxes or group mailboxes in Google Workspace. Users can be granted various levels of access, such as read-only access or the ability to send emails on behalf of the group, without needing separate licenses for the shared mailbox.
Storage Considerations
While creating and managing shared mailboxes in Google Workspace does not incur additional licensing costs, organizations should consider storage limits and usage quotas within their Google Workspace subscription, as email storage may be shared among users within the domain.
Do Shared Mailboxes Need a License: The Case for Microsoft 365
In Microsoft 365, a shared mailbox does not require a separate license of its own. However, as with Google Workspace, there are certain conditions and scenarios where a license may be required for users accessing or utilizing a shared mailbox:
Creating and Managing Shared Mailboxes
Creating and managing shared mailboxes within the Microsoft 365 environment typically does not require a separate license. Administrators can create shared mailboxes through the Microsoft 365 Admin Center without assigning a license directly to the shared mailbox itself.
Accessing Shared Mailboxes
Users who need to access a shared mailbox do not require a separate license as long as they are accessing the mailbox in a "delegated access" scenario. Delegated access means users access the shared mailbox through their own licensed Microsoft 365 account, and permissions to access the shared mailbox are granted by an administrator.
User Mailbox vs. Shared Mailbox
It's important to distinguish between user mailboxes and shared mailboxes in terms of licensing. Each user accessing a user mailbox (an individual mailbox assigned to a specific user) requires a separate license. However, multiple users can access a shared mailbox without each user needing a separate license specifically for the shared mailbox.
Exceptions
While shared mailboxes typically do not require licenses for access, there may be exceptions depending on the specific features and functionality being utilized. For example, while sending emails from a shared mailbox using the “Send As” permission does not require a separate license, the user performing the action or under whose account the action is being performed must have a license to use Exchange Online services.
Want to see how Email Meter works with a shared mailbox? Request a demo today to find out.
