Productivity · free guide

Organize a shared inbox in Outlook

Shared inboxes fail from ambiguity — everyone saw it, nobody owned it. The technical setup is easy; the guide covers the rules and the ownership convention together.

What the full guide covers

Use a real shared mailbox, not a personal account

Admin center → Teams & groups → Shared mailbox. Licenses usually free; delegation cleaner.

Set category conventions by queue

Colored categories = routing: blue = billing, green = new business. Visible in one glance.

Create rules for the known firehoses

Notifications, noreply bounces and cc-noise auto-move to folders. Humans should only see human mail.

Adopt an ownership marker convention

Assign category to self when picking up a thread. “I thought someone else had it” ends today.

Review the unowned mail weekly

Friday 15-minute sweep: anything unmarked after a week gets an owner assigned on the spot.

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