Microsoft 365 Shared Mailboxes vs Distribution Groups

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Microsoft 365 offers both Shared Mailboxes and Distribution Groups.  A shared mailbox is typically an email account that doesn’t have a password, but is a box with shared access among a variety of Users.  It is a separate inbox that Users look in that is different from their individual work email account.  By contrast, a Distribution Group is an alternative where Users that are part of the distribution group receive copies of emails sent to the group/group address in their individual Inbox.  This distinction is important in how those accounts can be activated with Match My Email.

MME customers can choose between two types of email connections for Microsoft 365 – a company-level email service connection or individual authentication.  The company-level email service connection requires the participation of a Microsoft 365 Global Admin.  Someone with that permission level will need to accept permissions at an appropriate step to establish this email service at the company level within the MME account.  Individual authentication means each End User will activate their own individual import by entering their own address and password and confirming their own import.

Individual authentication does not allow for the discovery of a shared mailbox.  However, with individual authentication, a User is connecting to their own email account and with Distribution Groups, copies of emails are already there in their Inbox or a specific folder they can select for import.  If the User has access to another email account that has a password, then they can add a second import with individual authentication for this additional email account using that account’s address and password.  Because shared mailboxes are typically different and without passwords, they are only discoverable with the permissions that exist with a company-level service connection.

Therefore, if a company wants MME to import from a shared Microsoft 365 mailbox, they would need to use the company-level email service connection accepted by a Global Admin.  In doing so, if there is concern about Global Admin access for activation, further controls can be exercised by the Global Admin by creating a mail-enabled security group and only adding Users and shared mailboxes to the security group.  This allows the shared mailbox to be discoverable along with User accounts without the need for a password.  The mail-enabled security group can only be used in conjunction with company-level Global Admin access.

We do have a document to provide guidance in creating a mail-enabled security group if needed by a Microsoft Admin.  For assistance, contact support@matchmyemail.com.