Streamline Your Team Communications with Exchange Distribution Lists

Setting up a distribution list in Exchange lets you route incoming messages—like queries sent to info@yourcompany.com—to multiple team members automatically. This approach ensures everyone stays in the loop without relying on manual forwarding or risking a single point of failure. It’s perfect for shared mailboxes handling support, sales, or general inquiries.

What Is a Distribution List?

A distribution list (also called a distribution group) is a mail-enabled object in Exchange that contains multiple recipients. When an email is sent to the group’s address, Exchange automatically delivers it to every member. This saves time, reduces administrative overhead, and ensures consistency in client responses.

When to Use an Alias Instead

If you only need all messages to go to one person, an alias is a simpler option. An alias is an additional email address attached to a single mailbox. Incoming mail to that alias lands directly in the user’s primary inbox without the need for a separate distribution object.

Best Practices

• Naming Conventions

  • Use clear prefixes (e.g., info@, support@, sales@)

• Access Control

  • Limit who can send to critical lists to prevent spam

• Membership Reviews

  • Quarterly audits to remove inactive or departed employees

• Documentation

  • Maintain a record of group owners, members, and settings for compliance

Need help managing your Office 365 accounts on a day-to-day basis? We can help. Give us a call.