Differences between Shared Inbox, Generic Email, and Distribution List

If you find that you are using a email format that does not suit your needs, we can change a Generic Departmental Email into a Shared Inbox and visa versa- please reach out to us at qhsit@queensu.ca and we can facilitate this for you.

A shared mailbox is a mailbox that multiple users can use to read and send email messages.

Advantages:

- Easy to manage internally and to add/remove owners and members (Instructions on how to manage Shared Inboxes can be found here).

- Clear visibility on who has access.

- Does not require a license.

Limitations:

- If you require other software accounts (ex. Zoom/Onedrive) to be associated with this email, you will need a Generic Departmental Email as you cannot use a Shared Departmental Inbox or a Distribution list to register for other software. 

A generic departmental email address is an email account that can be accessed by multiple staff members. 

Advantages:

Limitations:

- Not as easy to manage internally or to add/remove owners and members.

- No visibility on who has access to this account as it is a singular password/login that multiple people are using. The only support we can provide when someone needs to be removed or if there is uncertainly as to who has access, is to change the password.

- This account requires a License.

A distribution list is an email address that is used to send a message to a group of recipients- sort of like a mailing list.

Advantages:

- Easy to manage internally and to add/remove owners and members (Instructions on how to manage Distribution Lists can be found here).

- Clear visibility on who has access.

- Does not require a license.

Limitations:

- If you require an email that you can send emails from- you will need a Generic Departmental Email or Shared Inbox. This account type is something you can only send emails to. 

- If users try to send an email or reply to specific users in the distribution list, it will still send to everyone in the list.