Summary
This guide compares Microsoft 365 (M365) Groups, Distribution Lists, and Shared Mailboxes to help you decide which best fits your needs. It includes a link to the request form where you can request a shared mailbox or distribution list.
Content
|
Feature
|
M365 Group
|
Distribution List
|
Shared Mailbox
|
|
Purpose
|
Collaboration across Microsoft 365 apps
|
Email forwarding to a group
|
Centralized mailbox for a team
|
|
Email Address
|
Yes
|
Yes
|
Yes
|
|
Mailbox
|
Yes
|
No
|
Yes
|
|
Calendar
|
Yes
|
No
|
Yes
|
|
File Storage
|
Yes (via SharePoint)
|
No
|
No
|
|
Send As/Send on Behalf
|
Yes
|
No
|
Yes
|
|
External Members
|
Yes
|
No
|
No
|
|
Management
|
Group owner for membership, ET&S Mail Admins for Sending Permissions
|
Group owner
|
ET&S Mail Admins
|
|
Best For
|
Ongoing collaboration across apps
|
Simple group email communication
|
Shared access to a mailbox and calendar
|
Use a Microsoft 365 Group if your team needs:
- A shared inbox, calendar, and file storage
- Integration with Teams, Planner, and SharePoint
- Collaboration with external users
Use a Distribution List if you:
- Just need to send emails to a group of internal users
- Don’t need a shared mailbox or calendar
- Want a simple, self-managed solution
Use a Shared Mailbox if your team:
- Needs a centralized mailbox for customer service or department communication
- Wants to send and receive emails from a common address
- Needs a shared calendar for scheduling
Limitations
- Distribution Lists should be used for Internal Recipients only.
- If you need to add External Contacts to a Distribution List, the recommended solution is to create an M365 Group:
How-To
Task: To request a Shared Mailbox or Distribution List.
Instructions
Step 1 - Open the Service Request Form
Step 2 - Enter your personal information.
Step 3 - Enter Distribution List Creation/Modification or shared Mailbox Creation/Modification in the Request Title/Summary field.
Step 4 - Enter detailed information in the Description/Request Details field. Note: All email addresses are required to have a dot (.) in them.
Step 5 - Click Request.
Outcome
An ET&S Mail Administrator reviews your request and contacts you.
Further Readings
Outlook: Creating and Managing M365 Groups in Outlook on the Web
Outlook: Adding Members to your M365 Group
Open and use a shared mailbox in Outlook - Microsoft Support
Distribution groups - Microsoft Support
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.