Shared Mailboxes vs Distribution Lists vs Microsoft 365 Groups — Which Do I Need?
“Can we get a shared inbox for the sales team?” can mean three genuinely different things in Microsoft 365, and picking the wrong one is a common source of confusion later. Here’s how to tell them apart.
Shared mailbox
Section titled “Shared mailbox”A single inbox that multiple people can open and reply from, like info@yourcompany.com or support@yourcompany.com. Everyone with access sees the same emails and the same sent history, as if they were sharing one email account.
Use this when: you want a team to work from one shared inbox and see each other’s replies — a general enquiries address, or a small support desk.
Distribution list
Section titled “Distribution list”Not an inbox at all — just an alias that forwards a copy of any email to everyone on the list. If you email team@yourcompany.com, everyone on the list gets their own copy in their own personal inbox; there’s no shared place to see who’s already replied.
Use this when: you just want to reach a group of people at once (an announcement, a newsletter-style update) and don’t need any shared reply history.
Microsoft 365 Group
Section titled “Microsoft 365 Group”The most capable option: a group that comes with a shared inbox and a shared calendar, shared files, and (depending on setup) a linked Teams channel — a whole shared workspace, not just email.
Use this when: a team needs to collaborate properly — shared calendar and files alongside email — not just a shared inbox on its own.
A quick way to decide
Section titled “A quick way to decide”| If you need… | Use |
|---|---|
| Everyone to see and reply from one shared inbox | Shared mailbox |
| To just notify a group of people, each in their own inbox | Distribution list |
| Shared inbox and shared calendar/files for a team | Microsoft 365 Group |
Requesting one
Section titled “Requesting one”None of these are things you can create yourself — email support@faraday-it.co.uk with what you’re trying to set up (who needs access, and whether you need shared calendar/files or just email), and we’ll set up the right one.