Creation of Groups vs SharedMailbox vs Distribution List

How to Create Group / Distribution List/ Shared Mailbox in Microsoft 365 (O365)

Below are the step-by-step instructions to create Distribution Lists (DLs), Microsoft 365 Groups, and Shared Mailboxes in Microsoft 365 Admin Center and Exchange Admin Center.

1. Creating a Distribution List (DL)

A Distribution List (DL) allows you to send emails to multiple recipients without creating a shared mailbox.

Steps to Create a Distribution List:

1. Go to the Microsoft 365 Admin Center:

   • Open Microsoft 365 Admin Center.
   • Sign in with an administrator account.

2. Navigate to Groups:

   • In the left menu, select Teams & Groups → Active teams & groups.

3. Click “Add a Group”:

   • Select Distribution list and click Next.

4. Configure Group Details:

   • Name the distribution list (e.g., SalesTeam@company.com).
   • Add a description (optional).
   • Assign an email address for the group.
   • Select “Require sender authentication” if you only want internal users to send emails.

5. Add Members to the Distribution List:

   • Select users who should receive emails from this DL.

6. Review & Create the Distribution List:

   • Click Create group to finalize.

7. (Optional) Enable External Email Sending:

   • If external users should be able to send emails to the DL, modify settings under Exchange Admin Center → Recipients → Groups.

2. Creating a Microsoft 365 Group

A Microsoft 365 Group provides not only a shared mailbox but also access to SharePoint, Teams, and Planner.

Steps to Create a Microsoft 365 Group:

1. Go to the Microsoft 365 Admin Center:

   • Open Microsoft 365 Admin Center.
   • Sign in with an administrator account.

2. Navigate to Groups:

   • In the left menu, select Teams & Groups → Active teams & groups.

3. Click “Add a Group”:

   • Select Microsoft 365 and click Next.

4. Set Up Group Details:

   • Enter a Group Name (e.g., ProjectTeam@company.com).
   • Add a description for clarity.
   • Select Privacy Settings:
     • Public: Anyone in the organization can join.
     • Private: Only approved members can join.
   • Choose whether to Allow External Senders (if applicable).

5. Assign Owners and Members:

   • Select Owners (Admins/Managers who can manage the group).
   • Add Members who will use this group.

6. Review & Create Group:

   • Click Create group to finish.

7. (Optional) Configure Additional Services:

   • After creation, access Teams, SharePoint, and Planner from the Group settings.

3. Creating a Shared Mailbox

A Shared Mailbox allows multiple users to access, send, and receive emails from a common address.

Steps to Create a Shared Mailbox:

1. Go to the Exchange Admin Center:

   • Open Exchange Admin Center.
   • Sign in with an admin account.

2. Navigate to Recipients:

   • Click Mailboxes in the left panel.
   • Select Shared tab → Click Add a shared mailbox.

3. Enter Mailbox Details:

   • Name: Enter a name for the mailbox (e.g., Support Team).
   • Email Address: Set the shared mailbox email (e.g., support@company.com).

4. Assign Members (Users Who Need Access):

   • Click Add members and select the users who should access the shared mailbox.

5. Save and Confirm:

   • Click Save to create the shared mailbox.

6. (Optional) Enable “Send As” Permissions:

   • In the Exchange Admin Center, go to Mailboxes → Shared.
   • Select the shared mailbox, then Mailbox delegation.
   • Under Send As and Send on Behalf, add users who should send emails from this mailbox.

7. (Optional) Configure Auto-Reply Settings:

   • Go to Exchange Admin Center → Recipients → Shared.
   • Select the mailbox → Click Automatic replies to configure out-of-office messages.

Summary of Steps:

At Peritos Solutions, we specialize in Microsoft 365 administration, configuration, and integration to help businesses streamline their communication and collaboration. Whether you need to:

✔ Set up Distribution Lists, Microsoft 365 Groups, or Shared Mailboxes
✔ Migrate from on-premise Exchange to Microsoft 365
✔ Optimize Teams, SharePoint, or OneDrive for collaboration
✔ Automate workflows using Power Automate and Microsoft 365 tools

Our certified Microsoft experts can assist you in configuring your environment for efficiency, security, and scalability.

📩 Contact us today to discuss your Microsoft 365 needs!