Differences between Shared Inbox, Generic Email, and Distribution List
Here is a list of the different shared emails used at Queen's University, the Advantages and Limitations.
Shared Inbox:
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.
- No Password required.
- No Multifactor Authentication required.
- Does not require a license.
Limitations:
- If you require other software accounts (ex. Zoom/Onedrive/Qualtrics) to be associated with this email, you will need a Generic Departmental Email as you cannot use a Shared Inbox or a Distribution list to register for other software that require Single Sign-On (SSO).
If you would like to create a new Shared Inbox or if you would like to convert an existing Generic Email into a Shared Inbox, please fill out this form: https://support.healthsci.queensu.ca/support/catalog/items/99
Generic Email:
A generic departmental email address is an email account that can be accessed by multiple staff members by use of a single password and multifactor authentication (MFA).
Advantages:
- If you require other software accounts (ex. Zoom/Onedrive) to be associated with this email, Generic Departmental emails are the account to use.
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.
- Password is Required.
- This account requires a License.
Important Note: If the password or multifactor authentication methods need to be reset, we can facilitate this for you but you should note that this will sign out anyone with existing access.
If you would like to create a new Generic Email or if you would like to convert an existing Shared Inbox into a Generic Email, please email qhsit@queensu.ca
Distribution Lists:
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.
- No Password required.
- No Multifactor Authentication required.
- 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.
If you would like to create a new Distribution List or need assistance with an existing one, please email qhsit@queensu.ca