Both shared mailboxes and distribution lists are used for group email communication in business environments, but they serve different purposes and have distinct characteristics:
Shared Mailbox
Function: A shared mailbox is an email account that numerous team members can access at the same time, allowing for collaborative communication and coordination based on shared emails. Users can send, receive, and respond to messages using a common email address.
Usage:
Multiple people can send/receive emails from a common address (e.g., info@company.com)
Team members share access to the same inbox and sent items
Can have its own calendar, contacts, and folders
Features:
Stores email history
Can be accessed via Outlook or webmail
Requires licensing (though some providers offer them for free with certain plans)
Has storage limits
Best for: Team collaboration on customer inquiries, departmental emails, or projects
Distribution List (DL)
Function: An email address that forwards messages to multiple recipients
Usage:
Sending one email to many people at once
No shared inbox - each member receives the email in their personal inbox
Members reply from their own addresses unless configured otherwise
Features:
Doesn't store emails (just forwards them)
No calendar or contacts associated
Typically doesn't require additional licensing
No storage limits (since it doesn't store anything)
Best for: Announcements, newsletters, or any communication where recipients don't need to see each other's responses
Key Differences
Storage: Shared mailboxes store emails; DLs just forward them
Collaboration: Shared mailboxes allow team collaboration on responses; DLs don't
Access: Shared mailboxes can be accessed directly; DLs are just routing mechanisms
Functionality: Shared mailboxes offer full mailbox features; DLs are simple forwarding tools
Choose a shared mailbox when you need collaborative email management, and a distribution list when you simply need to broadcast messages to multiple recipients.