Shared Mailbox vs Distribution List

Overview

In Office 365, Shared Mailboxes and Distribution Lists serve different purposes and have distinct characteristics. Here’s a detailed comparison of the two:

Shared Mailbox

1. Purpose:
   • A Shared Mailbox is used to allow multiple users to read and send emails from a common mailbox. It is often used for a specific function or department (e.g., support@company.com, info@company.com).
2. Access:
   • Multiple users can access the mailbox using their own credentials.
   • Users can send emails from the shared mailbox address, and emails sent to the shared mailbox are accessible by all users with access.
3. Features:
   • Shared Mailboxes can store emails and have their own mailbox quota.
   • They support a calendar and contacts, enabling shared scheduling and contact management.
   • Emails sent from a Shared Mailbox can have the mailbox's address as the "From" address.
4. Usage Scenarios:
   • Ideal for roles or departments where multiple people need access to the same email account and its features.

Distribution List (Distribution Group)

1. Purpose:
   • A Distribution List is used to send emails to multiple recipients. It acts as a mailing list to forward messages to the group members.
2. Access:
   • Members receive emails sent to the Distribution List in their individual inboxes.
   • Members cannot log into the Distribution List as it does not have its own mailbox.
3. Features:
   • Does not store emails but forwards them to the recipients.
   • Members can send emails to the group, and it will be distributed to all members.
   • No calendar or contacts are associated with a Distribution List.
4. Usage Scenarios:
   • Useful for distributing information to a large group of people quickly and efficiently without requiring them to access a shared mailbox.

Key Differences

• Mailbox Storage: Shared Mailboxes have storage for emails, calendars, and contacts, whereas Distribution Lists do not store emails and merely forward them to recipients.
• Sending Emails: Shared Mailboxes can send emails from the shared address; Distribution Lists cannot.
• Access: Shared Mailboxes require access permissions for users to log in and manage, while Distribution Lists simply require membership to receive emails.
• Functionality: Shared Mailboxes support shared calendars and contacts, Distribution Lists do not.

In summary, choose a Shared Mailbox when you need multiple people to manage and send emails from a common address with shared access to a mailbox. Opt for a Distribution List when you need to send information to multiple recipients simultaneously without needing them to access a common mailbox.