Requesting a Shared Mailbox or Distribution List

Shared Mailbox vs. Distribution List

Shared mailboxes and distribution lists are similar but serve different purposes.

Shared Mailbox:

A shared mailbox is a central repository of emails to which multiple people can access, reply, flag, organize, etc. This allows users to coordinate work or cover the mailbox when people are out sick. Shared mailboxes are typically dedicated to an easily-discernible topics such as questions about a particular service or department; communications about research, projects, or other topics. Shared mailboxes operate much like your regular mailbox and have a calendar, can use Outlook rules or automatic replies, and support folders beneath the Inbox.

Shared Mailboxes are not logged into. Instead, the mail administration team will work with you to delegate access to those who need it, as well as "Send-As" permissions. This eliminates potential issues around password loss or sharing by avoiding the problem altogether.

Distribution List:

A distribution list is an email address that distributes copies of emails to multiple mailboxes. These emails are managed within each recipients mailbox. An owner can be designated to a distribution list, allowing them to edit membership without a ticket to the mail admin team.

Recommended Use:

Shared Mailbox Distribution Group Public Folder
Members managed by: ET&S Mail Admins The resource owner ET&S Mail Admins
Primary Use: Sending as the mailbox Forwarding mail to members Nested Folders (not recommended)
Has a Mailbox: Yes No, all mail forwarded to users Yes
Can use Outlook Rules: Yes No No
Has a Shared Calendar Yes No Yes

To request a resource, please fill out this form.

Please note: all email addresses are required to have a dot (.) in them 

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Article ID: 627
Fri 7/19/19 5:29 PM
Thu 10/14/21 1:54 PM
Applicable Institution(s):
Granite State College (GSC)
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
USNH System Office