Summary
This article provides information about shared mailboxes and distribution lists. It includes a link to the request form where you can request a shared mailbox or distribution list.
Content
Shared mailboxes and distribution lists are similar but serve different purposes.
Shared Mailbox vs. Distribution List
| Shared Mailbox |
A shared mailbox is a central repository of emails to which multiple people can access, reply, flag, organize, etc. This allows users to coordinate work or cover the mailbox when people are out sick. Shared mailboxes are typically dedicated to easily-discernible topics such as questions about a particular service or department; communications about research, projects, or other topics. Shared mailboxes operate much like your regular mailbox and have a calendar, can use Outlook rules or automatic replies, and support folders beneath the Inbox. Shared Mailboxes are not logged into. Instead, the mail administration team works with you to delegate access to those who need it, as well as Send-As permissions. This eliminates potential issues around password loss or sharing by avoiding the problem altogether. |
| Distribution List |
A distribution list is an email address that distributes copies of emails to multiple mailboxes. These emails are managed within each recipients mailbox. An owner can be designated to a distribution list, allowing them to edit membership without a ticket to the mail administration team. |
Features
| |
Shared Mailbox |
Distribution Group |
Public Folder |
| Managed by Members |
ET&S Mail Administrators |
The resource owner |
ET&S Mail Administrators |
| Primary Use |
Sending as the mailbox |
Forwarding mail to members |
Nested folders (not recommended) |
| Has a Mailbox |
Yes |
No, all mail forwarded to users |
Yes |
| Can use Outlook Rules |
Yes |
No |
No |
| Has a Shared Calendar |
Yes |
No |
Yes |
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 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.