Today I want to talk about the difference between a shared mailbox, and a distribution group in Outlook. It’s easy to get confused or mixed up about what the difference is and exactly what it is that you need to be asking for to accomplish your goal, so hopefully this brings some clarity to the subject.
To break down the purpose of these groups to their simplest form, distribution groups are used for sending notifications to a group of people, and shared mailboxes are used when multiple people need access to the same mailbox, such as a sales inbox or customer support email address.
If you’re looking for a way to simply broadcast information to a set group of people, whether it be a department within your company, or a group of employees that are at a certain location, a distribution group is most likely what you are looking for.
If you have, let’s say a sales team, or any group of employees within your company, that need the ability to access the same email address to monitor form submissions, sales inquiries, etc., a shared mailbox is going to be the answer.
It’s important to note that users of a shared mailbox can also have the ability to send emails from the shared email address, as long as the administrator has these permissions enabled.
That’s it for this week. I hope this gives you an extra bit of confidence to know what to ask for next time you need one of these groups set up.