Confusion between a shared mailbox and a distribution list

Intertek 0 Reputation points
2026-09-15T06:45:21.52+00:00

Hi, in my previous workplace, about 40 of us were a part of multiple group email addresses, wherein we could send a mail using that group email address to external email adds and when anyone mailed that group, the mail would come into our inbox.
Trying to se this up with my new work place, however as per our IT, if we want to be able to send and receive mails from that group ID, we need to set up a shared mailbox? Is that so?

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Exchange | Other

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  1. AI answer

    2026-09-15T06:45:37.4233333+00:00

    Yes. Based on the behavior described, a shared mailbox matches that setup better than a distribution list.

    The key difference is:

    • Distribution list / distribution group: mail sent to the group is delivered to each member’s personal inbox. It is mainly for sending one message to many recipients.
    • Shared mailbox: multiple people can read and send email from a common address, and replies can appear as if they came from that shared address rather than an individual user.

    That means:

    • If the requirement is “everyone receives messages in their own inbox”, that matches a distribution list.
    • If the requirement is “people can send as the group address”, that matches a shared mailbox.

    What was used previously may have involved both behaviors together, but from the documented feature differences:

    • A shared mailbox supports a common address such as ******@contoso.com or ******@contoso.com, and members can be granted Full Access and Send As permissions.
    • A distribution group sends incoming mail to members’ personal inboxes, but the context does not describe it as the tool for members to send mail as that shared identity.

    Also note:

    • A shared mailbox is not designed for direct sign-in to the mailbox account itself.
    • An admin must create the shared mailbox and add members.
    • If many users access a shared mailbox at the same time, Microsoft notes shared mailboxes are generally better for small groups, and “if more than a few users need to access a Shared mailbox at the same time, consider one of the other options.”

    So the IT guidance is correct for the send-as-the-group-address requirement. If the goal is only receive in everyone’s inbox, a distribution list is the simpler option.

    AI-generated content may be incorrect. Read our transparency notes for more information.

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  2. Hani-Ng 1,415 Reputation points Independent Advisor
    2026-09-15T07:03:21.5766667+00:00

    Hi Intertek

    You may want to review AI's response first, as it already explains the main differences between a distribution group and a shared mailbox.

    As an additional point, the determining factor is usually how your organization wants to manage incoming messages:

    • If all members should receive a copy of emails in their personal mailbox, a distribution group may meet the requirement.
    • If members need a common inbox where messages and replies are managed centrally, a shared mailbox is generally the preferred option.

    What you experienced previously could potentially be achieved through different Microsoft 365 configurations. A distribution group is designed to distribute messages to all members' personal inboxes, while a shared mailbox is intended for scenarios where multiple users need to access and send email from a common mailbox identity.

    Microsoft's documentation describes distribution groups as being used to distribute email messages to a group of recipients, while shared mailboxes are intended for scenarios where multiple users need access to the same mailbox and can send email from a common address.

    For reference:

    • Compare types of groups in Microsoft 365 
    • About shared mailboxes in Microsoft 365
    • Create and manage distribution groups in Exchange Online
    • Shared mailboxes in Exchange Online 

    Based on the scenario you described, your IT team's recommendation of a shared mailbox would make sense if the goal is to have a shared identity and centrally managed conversations. If the requirement is simply that messages sent to the group are delivered to each member's inbox, a distribution group may be sufficient.

    For detailed information, you can refer to:

    Create and manage distribution groups in Exchange Online | Microsoft Learn

    Shared mailboxes in Exchange Online | Microsoft Learn

    I hope this information helpful and if you still have any questions, please feel free to ask via comment section.

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