MailCalm for Windows
Smart round robin for shared Outlook inboxes on Windows.
Automatically share incoming Microsoft 365 email fairly, without manually deciding who gets each message. MailCalm runs on Windows 11 (64-bit) while your team keeps working in Outlook.
Choose the PC that handles routing.
One designated Windows computer runs the MailCalm desktop app. Keep it on, connected to the internet and running MailCalm during your routing hours. The manager sets up routing; staff simply read and reply in Outlook, with no helpdesk or ticketing workspace.
Normal installation is per-user and does not require administrator rights. Connecting your Microsoft 365 source inbox is separate: your Microsoft 365 administrator may need to approve access.
Set aside a morning or afternoon.
- Get the Windows application and install it on your routing PC.
- Activate your licence and connect your Microsoft 365 inbox.
- Add people, schedules and the rules your team needs.
- Check allocations in Test mode, then switch on live routing.
With mailbox access in place, setup can usually be completed in a few hours. There is no email migration or new workspace to roll out.
Round robin, with ownership kept intact.
MailCalm follows clear rules before sharing new work fairly:
DIRECT → FILTER → STICKY → SPECIAL → ROUND ROBIN
Existing conversations can stay with their owner. Specialist work can go to a named person or its own round-robin pool, while schedules, holidays and availability determine who is eligible. Return to Rotation is a separate action for safely reallocating an email.
If the PC is unavailable, email stays safe.
If the routing computer or internet connection is temporarily unavailable, routing pauses. Incoming messages remain safely in Microsoft 365 until routing resumes or your team handles them manually.
The optional Allocated folder can retain originals in Microsoft 365 after routing.
Windows setup questions.
Do all staff need Windows or MailCalm installed?
No. Windows 11 (64-bit) is required only on the computer running the Windows application. Staff can use Outlook on their existing devices and do not need MailCalm installed.
Does the source have to be a formal Shared Mailbox?
No. It must be a Microsoft 365 mailbox, but it can be a formal Shared Mailbox or another Microsoft 365 mailbox used as a team inbox.
Can allocated email go to a non-Microsoft inbox?
Yes. MailCalm forwards each allocation to the selected person’s chosen email address. The source inbox must be Microsoft 365; destination inboxes can be non-Microsoft.
Mac is fully supported too: macOS 13 Ventura or later, on Apple Silicon and Intel.
Ready to share your Outlook inbox work fairly?
View the plans or tell us how your team uses its shared inbox. We’ll help you decide whether MailCalm is a sensible fit.