To do this, you’ll click Add and then select the team members you want to add with Full Access or Send As permissions. Refer to the team members that are on the old distribution list and add them as members of the shared mailbox. Last you’ll need to get your people in the mailbox. There you can enter in the address and a display name for the shared mailbox. You’ll head over to create a shared mailbox and click Recipients > Shared > Add. Now, take the distribution address you just freed up. You can’t create one if it’s already a distribution list address. This is important and necessary to do because it frees up your distribution address to be created as a shared mailbox. Update your existing distribution addressįirst, update your existing distribution address to a different address. If you’ve already got access to the Exchange admin center, you can access it by clicking here. You’ll need access to have Microsoft 365 admin permissions and access to the Microsoft Exchange admin center. Use this option if you’re less technical. If you’re looking to help a highly collaborative team manage emails together, Front might be your best option over a shared mailbox.īelow, we’ll go over 2 options you can try for converting a distribution list to a shared mailbox. Let’s make this crystal clear-there is no native method to convert a distribution list to a shared mailbox in Microsoft Office.īefore we dive in, we’ll highlight that this is a key reason teams replace Outlook with Front: to make it simple to manage group email as a team. So, how do you take an existing distribution list and turn it into a shared mailbox? How to convert a distribution list to a shared mailbox You essentially need to reprogram where Microsoft Office sends emails and who can reply to them, and the software doesn’t have an easy way to do it. You’re all accessing the same list of emails, rather than each getting a copy of the same email.Ĭonverting a distribution list into a shared mailbox isn’t a simple task. Everyone with full access can read emails sent to the mailbox’s address and reply, forward, and send new emails.Īs a shared mailbox gives everyone access, team members can also see emails that have been replied to and read replies that other members have sent. Or, the much simpler (and more collaborative) option would be to use a shared mailbox to achieve this.Ī shared mailbox lets invited team members access emails together. Email typically isn’t sent from the distribution list address like, but there is configuration you can perform to make this possible. When replying to an email obtained through a distribution List, the reply is sent with the user’s email address. But to even begin to answer this question, it’s important to point out the differences between shared mailboxes and distribution lists, and why the conversion process is surprisingly technical.Ī distribution list is where people receive their own copy of any emails sent to the distribution list’s address. Wait-can you convert a distribution list to a shared mailbox? We’ll also show you how even with an Outlook shared mailbox, it’s not an easy option for managing email as a team. Read on for a step-by-step walkthrough for how you can convert a distribution list into a shared mailbox. While these changes have made it easier for teams to send and reply to emails, they’ve also come with some limitations-and converting a distribution list into a shared mailbox is at the top of the list. To keep up, Outlook added distribution lists, shared mailboxes, and Teams to its features list. Why? Email providers have been slowly trying to adjust to the more collaborative nature of today’s work. But first we’ll note: this is not a simple task. Trying to change your distribution list into a shared mailbox? Look no further: we’ve got you covered. Looking to make your distribution list a little more collaborative? Want to manage group email with a team? We’ve got you covered.
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