Shared E-mail Address Options

Here are our offerings for shared email addresses. 

• Distribution Group 

  • Members of the group receive email sent to the group address.  The email is delivered to their inbox and rules can be applied to move to folders.  Because this option is in Exchange Online, External Guest accounts can belong to the group and receive email sent to it.  

  • Owners of the Distribution group can add accounts to the group if the account is in our Address list.   

  • Send As and Send on Behalf of permissions are available for Distribution groups and should be requested on the Shared Address form. 

• Public Folder 

  • Email sent to a Public Folder address resides in the folder where those with access can view the email through Outlook.  Unlike a Distribution List all the email sent to the Public Folder address resides in the folder and favorites can be created in Outlook to show the folder on the Outlook folder list.   

  • Public Folder owners can add people to have access to the folder and access can be Reviewer, Editor, Publishing Editor or Owner.  Access can only be granted to local users which have accounts at System Administration.  

  • Rules can be set up on a Public Folder to forward email to another account or respond to the incoming email automatically.   

  • Send As permissions are available for Public Folders and should be requested on the Shared Address form.

• Shared Mailbox 

  • A Shared Mailbox is a stand-alone mailbox with limited quota and access to no applications.  No one can log into a Shared Mailbox.  It must be accessed in Outlook or Outlook Online as an additional mailbox.  Typically, those with access to the Shared Mailbox are mailbox Owners and have total access to the mailbox and folders.   

  • Owner permission is required to access the Shared Mailbox in Outlook Online.   

  • Access can only be granted to local users which have accounts at System Administration. 

  • Send As and Send on Behalf of permissions are available for Shared Mailboxes and should be requested on the Shared Address form.   

  • When someone uses the Send As or Send on Behalf of features of a Shared Mailbox a copy of the out-going message is saved in the Sent Items folder of the Shared Mailbox. 

• M365 Group 

  • A Microsoft Online Group combines the Distribution list and the Public Folder offering while incorporating a SharePoint site for files. 

  • Email sent to Group address is stored in the Group space and can be forwarded to the members.  Members can opt-out of receiving the email by unfollowing the group. 

  • Groups are accessible through Outlook client in cached mode only. 

  • Members can be anyone with an email address 

• Microsoft Team 

  • A Microsoft Team is an option but by default email sent to the team’s email address is not forwarded to the members.  Teams have Chat, Meeting and SharePoint capabilities.   

  • This site has Teams information: https://support.office.com/en-us/article/microsoft-teams-video-training-4f108e54-240b-4351-8084-b1089f0d21d7 

• ListServ list

  • LISTSERV allows users to create email lists, such as email newsletters, announcement lists and discussion groups. 

  • LISTSERV is a good option when a group of people who have a shared interest or business concern want to discuss their ideas or issues via email. 

  • Everyone on the list receives email sent to the list. 

  • Depending on the list configuration, everyone may be able to respond to these messages. 

  • Good for sending messages (announcements, alerts, etc) to a large number of people. 

  • LISTSERV membership can be managed by email or by using the web interface: https://ls.sysadm.suny.edu/SCRIPTS/wa.exe?HOME