Shared mailboxes, distribution lists and groups: pick the right one and set it up

Office Hours: IT for Office Managers · Oct 29, 2026 · 25m

Your info@ address, the "all staff" list and the team inbox can each be built three different ways in Microsoft 365, and picking the wrong one costs money, breaks replies or quietly opens a security hole. This episode explains shared mailboxes, distribution lists and Microsoft 365 groups in plain English, when to use each, and how to set them up step by step, as of October 2026.

You'll come away understanding which tool fits which job (one inbox everyone answers from, a list that copies mail to everyone, or a whole team space with files and a calendar), the licensing and size limits that…