What is the maximum size of a shared mailbox?

The maximum size of a shared mailbox in Google Workspace depends on the type of license your organization has. However, in Google Workspace, shared mailboxes are typically created using a standard Gmail account with delegated access or through Google Groups, rather than through a distinct "shared mailbox" feature as in other services like Microsoft 365.

1. Gmail Account Quotas: If you're using a regular Gmail account to serve as a shared mailbox, the storage limits are determined by the storage quota of that account. For Google Workspace (formerly G Suite), storage limits vary by plan:

   • Business Starter: 30 GB per user
   • Business Standard: 2 TB per user
   • Business Plus: 5 TB per user
   • Enterprise plans often offer customizable storage limits.

2. Google Groups: Alternatively, you can use Google Groups to facilitate a shared mailbox-like functionality. With Google Groups, the messages are stored online and do not count against any individual user’s Gmail storage. Google Groups does not have a traditional mailbox size limit but instead depends on the limits for the amount of data users can send and receive via email.

3. Other Considerations:

   • Delegated Access: If creating a shared mailbox using a regular user account with delegated access, consider the storage limits associated with the account type.
   • Admin Settings: Google Workspace administrators can manage the settings and permissions for shared mailboxes via the admin console, including setting policies on storage, retention, and more.
   • Archiving and Compliance: Larger organizations may also deploy Google Vault for archiving, eDiscovery, and compliance, which can help manage data retention for shared email communications without affecting individual quotas.

4. Best Practices:

   • Regularly monitor the usage and storage to ensure you do not hit the limits, especially on lower-tier plans.
   • Consider organizational needs and how frequently the shared mailbox is accessed and managed.

By appropriately planning and choosing the right Google Workspace plan that fits your storage needs, you can efficiently manage shared mailboxes within the organization.