Shared mailbox vs distribution list in Microsoft 365
Which to use for info@, sales@, and team inboxes — licensing, replies, and permissions explained.
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Distribution lists (groups)
A mail-enabled Microsoft 365 group or distribution list forwards a copy to each member’s personal inbox. Everyone sees mail in their own mailbox. Good for announcements and teams that do not need a shared sent-items history.
When to pick which
Use shared mailboxes for info@, accounts@, or support@ where anyone might reply and you want one conversation thread. Use distribution lists for internal FYI lists or when members only need to read, not send as the group address.
Security note
Shared mailboxes still need MFA on user accounts that access them. Review membership when staff leave. Avoid making shared mailboxes admins “because it is easier.”
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