This guide provides an overview of each option to better understand what to use to best support your team’s needs.

Distribution List

A distribution list allows you to send the same email message to multiple recipients at once. It’s ideal for sharing information with teams, departments, or any group of people without needing a separate mailbox.

• Message Flow: Any responses go directly to the sender, not to the entire group.
• Access Notes: New members only receive emails sent to the list after they gain access and don’t see previous messages.

Shared Mailbox

A shared mailbox is a collaborative inbox that multiple people can access to send, receive, and respond to emails from the email address, making it a central point for group communication.

• Message Flow: Responses generally go to all recipients unless specified otherwise. Using BCC for recipients helps avoid reply-all chains, directing responses only to the sender.
• Access Notes: New members can view all past emails in the shared mailbox, giving them immediate access to the conversation history.

Public Folder

A public folder is a shared space within an email system for teams or departments to store and organize emails, documents, calendars, and other information.

• Current Status: Microsoft has phased out public folders in favor of shared mailboxes. Existing public folders at PBS are still supported but new ones will not be created.