Office 365 group vs shared mailbox vs distribution list

Sorry this is likely very basic, but my head is spinning.

trying to understand shared mailbox vs. m365 group vs dist list vs. giving user permissions to another mailbox.

When do you use one vs. another when dealing with several people that should be able to see mail coming into an address like

Which don't work on phones in native mail app?  In outlook?


Am I correct on how these work:

if it's a distribution list:

  • incoming emails come into each member's mailbox mixed with their own mail (yes, you can set up a rule to put them in a separate folder)
  • Replies from each user goes in their own sent folder, can come from user's address or the sales address if you manually select sales for from address.

If it's a shared mailbox:

  • Shows as separate mailbox in user's outlook
  • Sent emails go into that separate mailbox's sent folder, IF the user manually changes from address, even when replying, otherwise it will come from them?

If it's an m365 group:

  • Like Shared mailbox - incoming emails are separate from user's, 
  • also get more things like yammer, teams.... for small business / group, is all this overkil

If you give permissions to user:

  • This is only for accessing a mailbox with a license?
  • Shows as a separate mailbox in outlook?


How's all that?  Am I right?  Me personally, teams, yammer, etc is way overkill for small (under 10 users) - they just turn to the other person 'cause they are all in the same physical area or are old school and email / text them / call them if there's a question.

What is the difference between shared mailbox and distribution group?

Shared mailboxes are a step up from distribution lists as they enable mutual communication. Whereas a distribution list allows for information to be disseminated but not discussed, shared mailboxes enable users to reply to messages and let anyone who has access to the mailbox see those responses.

What's the difference between an Office 365 Group and a distribution list?

Microsoft 365 Groups are used for collaboration between users, both inside and outside your company. They include collaboration services such as SharePoint and Planner. Distribution groups are used for sending email notifications to a group of people.

Is distribution list the same as distribution group?

In the on-premises Exchange Server, there are three basic group types: distribution groups (a.k.a. distribution lists), dynamic distribution lists, and security groups. Microsoft 365 introduced another type: Microsoft 365 Group (a.k.a. Office 365 Group).

Is Outlook Group same as distribution list?

Distribution groups (sometimes called distribution lists) are the go-to solution for Outlook Web App users to communicate and collaborate with colleagues and partners. Note: If you use Outlook on the web, Microsoft 365 Groups are available to you.