If you’re running a business on Google Workspace, you’ve probably run into this common challenge: you need a generic inbox like info@yourcompany.com or hello@yourcompany.com that multiple team members can access. Google’s Shared Inboxes are useful—but they require a paid license for every shared mailbox.

Luckily, there’s a free alternative: Google Groups for Business. With a few simple steps, you can set up a Google Group as your shared team inbox so multiple people can receive and respond to emails sent to your generic address—without paying extra fees.

Follow this step-by-step guide to configure your Google Group like a shared inbox, with all the right settings to make collaboration easy and efficient!

Step 1: Create the Google Group

1. Log into your Google Admin Console at admin.google.com.
2. Navigate to Groups (Admin Console > Directory > Groups).
3. Click Create Group and fill in the details:
   • Group Name: Info, Hello, or something similar.
   • Group Email Address: Enter info@yourcompany.com or hello@yourcompany.com.
   • Description: Optional, e.g., “Public-facing email for customer inquiries.”
4. Click Next.

Step 2: Add Your Team Members

In the Group Members section:

• Click Add Members.
• Add the email addresses of all team members who should receive messages sent to this inbox.

Pro Tip: Only add team members who actively monitor or respond to customer emails to keep inboxes streamlined.

Step 3: Adjust Group Settings for External Emails

By default, Groups might block emails from outside your company. Here’s how to fix that:

1. Go to the Group in your Admin Console.
2. Click Settings > Access Settings.
3. For Who can post, select:
   • Public or Anyone on the web – to allow customer emails.
   • Or Anyone outside your organization – if you prefer.
4. Ensure Allow members outside your organization is enabled if needed.
5. For Who can view conversations, select Group members.
6. Click Save Changes.

Step 4: Set Up Email Delivery to Individual Inboxes

Make sure emails sent to the group actually reach each team member’s inbox:

1. In Group Settings, scroll to Email Options.
2. Set Post replies to as Group or All members of the group.
3. Confirm Send email to members is enabled.
4. Optional: Turn on Include the original message in email notifications.
5. Click Save.

Now, all emails to info@yourcompany.com will show up in every group member’s inbox!

Step 5: Optional – Customize Your Footer

1. Go to Settings > Email Options.
2. Under Email footer, add something like:
   

   You’ve reached the info@ inbox for [Your Company]. One of our team members will get back to you shortly!

3. Save changes.

Step 6: Train Your Team to “Reply All”

Here’s a helpful workflow tip: teach your team to always click “Reply All” when responding to these emails. This ensures that the group email address stays on the thread.

Why does this matter?

• Everyone can see if someone has already responded.
• Prevents duplicate replies to customers.

Pro Tip: Add “Reply All” as a rule in your internal communication guidelines!

Why This Solution Saves You Money

Using Google Groups as your shared inbox is a simple and cost-effective alternative to Google’s paid Shared Inboxes:

• No additional user fees
• Streamlined distribution to your team
• Easy setup inside Google Admin Console

Plus, your team receives emails directly in their inboxes—no extra accounts, no switching between profiles.

Bonus: Add to Your Website and Forms

Make sure to update your:

• Website contact info with your new info@yourcompany.com address.
• Contact forms so all inquiries flow straight into your new Google Group inbox.

Final Thoughts

For small teams and businesses looking to maximize their Google Workspace subscription, using Google Groups as a shared inbox is a smart and budget-friendly solution. It’s scalable, easy to manage, and ensures that your whole team stays informed—without needing to pay for extra licenses or tools.

Photo by Justin Morgan on Unsplash