The short answer
There are three ways to share an inbox in Gmail. Gmail delegation lets up to 10 people (1,000 on Workspace) read and send from one account. A Google Groups collaborative inbox lets members of a group address assign and resolve conversations. A shared inbox app such as Tutti puts several Gmail accounts in one view and adds AI labeling, AI drafts, and approvals. Pick delegation for one assistant, Groups for low volume, and an app when a team shares real workload.
On this page
Which option fits your team
The rest of this guide walks through each option. If you are unsure, read Gmail delegation vs collaborative inbox vs shared inbox first.
Option 1: Gmail delegation
Delegation lets specific people read, send, and delete mail in your account without your password. According to Google's help center:
- Open Gmail on a computer and click Settings, then See all settings.
- Open the Accounts and Import tab (Accounts on work or school accounts).
- Under Grant access to your account, click Add another account.
- Enter the person's email address, click Next Step, then Send email to grant access.
Keep in mind: personal accounts allow up to 10 delegates and work accounts up to 1,000; on Google Workspace an admin must turn delegation on and delegates must be in the same organization; and it can take up to 24 hours to start working. Delegates cannot change your password or settings. Full details are in Google's delegation help article.
Option 2: A Google Groups collaborative inbox
A collaborative inbox turns a Google Group address such as support@ or press@ into a shared queue. Members can assign conversations to themselves or each other and mark them complete, as needing no action, or as duplicates. An admin sets it up in Google Groups and grants members the right permissions; Google documents this in its collaborative inbox guide.
It works well at low volume. It lives in the Groups interface rather than Gmail, covers one address per group, and has no AI or approval step.
Option 3: A shared inbox app
A shared inbox app connects your Gmail accounts and gives the team one place to work them. With Tutti:
- Sign in with Google and create a workspace.
- Connect each Gmail account the team uses, such as press@, partners@, and personal inboxes, with one Google click each.
- Name your labels, like Press, Partnerships, and Events, with a line on what belongs in each.
- Invite teammates as members (draft and submit) or admins (approve and send).
- Review the first drafts. Tutti labels and drafts the unread backlog; nothing is sent until someone approves it.
Only threads that match a label are imported, labels are mirrored back to Gmail, and replies go out from the original account. Most teams approve their first AI draft within the first hour.
Common mistakes to avoid
- Sharing the password. It bypasses two-step verification and leaves no record of who sent what. See how to share a Gmail account without sharing the password.
- Too many labels. Five to eight clear labels beat twenty vague ones. See how to organize Gmail labels for a team.
- No owner. Shared inboxes fail when everyone reads and no one replies. Assign an owner per day or per label.
Frequently asked questions
Can multiple people use the same Gmail inbox?
Yes, through Gmail delegation, a Google Groups collaborative inbox, or a shared inbox app. Sharing the password is the one method to avoid.
Is a Gmail shared inbox free?
Delegation and Google Groups are included with Gmail and Google Workspace. Shared inbox apps are paid; Tutti is a flat price per workspace with a free trial.
What is the best way to share a Gmail inbox with a team?
For one assistant, delegation. For a handful of emails a day at one address, a collaborative inbox. For a team sharing several addresses and real volume, a shared inbox app with ownership, AI drafts, and approvals.