About Shared Mailboxes and Distribution Lists

Overview

This article explains the differences between Shared Mailboxes and Distribution Lists in Outlook and provides guidance on how to choose the correct option based on your needs.

Understanding how each option handles email delivery, access, and permissions will help you determine which solution best supports your department or team workflow.

How-To

 This article will set out the differences between a Shared Mailbox and a Distribution Group to help you choose which is the right option for you.

 

Shared Mailbox

  • A Shared Mailbox is a separate mailbox that users can be given access to. This mailbox has its own Inbox, Drafts, Sent Items but cannot be a user's primary mailbox.
  • Users who are given Full Access to a Shared Mailbox will see this mailbox in Outlook underneath their own Inbox and other folders on the left-hand side of the screen (shown below).

                                        A screenshot of Outlook showing the Shared Mailbox folders appearing under the Inbox section.

  • A single copy of any emails sent to the Shared Mailbox's email address will be stored in the Shared Mailbox's Inbox and can be read by any user with access.
  • Users can also be given Send As permissions which will allow them to change the address in the From field of an email they write. This will send the email from the Shared Mailbox's address.
  • Deleting an email from a Shared Mailbox will delete the email for all users who have access to the mailbox.

 

To request access to a shared mailbox, please see Outlook – Share Your Calendar/Mailbox

 

Distribution List

  • Users in a Distribution List will receive their own copy of any emails sent to the Distribution List's address.
  • When replying to an email received through a Distribution List, the reply will be sent with the user's email address. Mail can NOT be sent from the Distribution List's address.
  • Deleting an email received through a Distribution List will delete the email only for the user who deletes the email.

To request access to a distribution list, please see Request a New Distribution List

Outcome

After reviewing this information, you should be able to determine whether a Shared Mailbox or Distribution List best meets your communication needs.

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