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Smart round robin for sharedOutlook inboxes.
MailCalm distributes new emails fairly, keeps replies and returning customers with the right person, and routes specialist work where it belongs.
It works quietly alongside Outlook, helping prevent missed emails, duplicated work and holiday-cover confusion.
Currently available for macOS with Microsoft 365 and Outlook team inboxes. Windows and Gmail support are planned, but not available yet.
Shared inboxes rely too heavily on people doing the right thing every time.
Without a clear routing system, two people can pick up the same email, important messages can be missed, and work is not always shared fairly.
People naturally choose the enquiries they prefer, leave awkward jobs for somebody else, or assume another person will deal with them. That makes it harder to distribute leads fairly, keep ownership clear and hold the team accountable.
The shared inbox problem
Everyone can see the same emails, but nobody automatically knows who owns what. That leads to duplicated work, missed messages and confusion.
Fair distribution
MailCalm removes the need for people to pick and choose. New work is shared fairly across the available team, giving every lead or enquiry a clear owner.
More than round robin
Once fair distribution is in place, real inboxes still need more context. MailCalm adds Sticky Ownership, Special Rules, availability and individual working schedules, so the right email reaches the right person at the right time.
How MailCalm decideswho gets the email.
Each email passes through a clear rule order. If MailCalm finds a clear owner, it keeps the email with them. If not, it uses fair round robin.
Direct
Already involved? Keep it with them.
Filter
Remove noise before it joins the queue.
Sticky
Returning customer? Keep the same owner.
Special
Specialist request? Send it to the right person.
Round Robin
No clear owner? Share it fairly.
Follow real emails through MailCalm, step by step.
See how new enquiries, customer replies, urgent requests, holiday cover and website forms are routed — and exactly why.
See who every email was routed to.
MailCalm moves processed emails into the Allocated folder and labels who each one was routed to. Managers can quickly see that work has been distributed, who owns each email and whether anything needs checking.
Your team can continue working from their own Outlook inboxes, while the team mailbox keeps a clear record of allocation.
Keep Outlook. Let MailCalm deliver each email to the right person.
MailCalm watches your team inbox, applies your routing rules, then forwards each email to the right person’s own Outlook inbox. Staff can work from their normal inbox instead of continually checking, claiming or picking work from the shared mailbox.
Work from your own inbox
Each person receives their allocated emails directly in the Outlook inbox they already use.
Schedules built in
Set when MailCalm should run, pause routing outside your chosen hours, and give each team member their own working schedule.
No new platform
No helpdesk, portal, CRM or ticketing system to roll out.
Rule-based, not AI
MailCalm follows clear routing rules, so decisions are predictable and explainable.
Get in touch
Using a shared Outlook inbox? Tell us how your team handles incoming emails and we’ll let you know if MailCalm is a good fit.