Email5 min read

Shared mailbox vs distribution list in Microsoft 365

Which to use for info@, sales@, and team inboxes — licensing, replies, and permissions explained.

By MrTech MelbournePublished 13 June 2026Updated 4 June 2026

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.

Shared mailboxes

A shared mailbox has its own Inbox and Sent Items multiple people open via Outlook or web. Replies come from the shared address when configured correctly. No extra licence if under size limits and users have appropriate licences — check Microsoft’s current rules.

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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