Shared mailboxes and distribution lists are often confused because both use an email address. The main difference is whether you need a central mailbox that people work from, or simply a list that forwards messages to multiple people.
Shared Mailbox
Choose this when several people need to manage emails from one address, such as [email protected] or [email protected].
- Has its own mailbox and mail history
- Can be opened by approved users in Outlook
- Useful when multiple people need to read, action, and file messages
- Can allow users to send from the shared address if approved
Example: A team inbox where more than one person needs to respond as the team.
Distribution List
Choose this when one email should be delivered to many people, such as [email protected] or [email protected].
- Does not store emails centrally
- Forwards messages to all list members
- Members receive messages in their own mailbox
- Best for announcements, updates, and group communication
Example: An address used to email a group, without anyone needing to work from a shared inbox.
When might I need both?
You may need both if a team needs a working inbox for handling requests, but also needs a separate announcement list for a wider group of recipients. If you are unsure, select Not sure - IT to advise below and describe what you are trying to achieve.
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