Questions
- What is a Microsoft 365 Group?
- What is a distribution group in Outlook?
- What is the difference between a Microsoft 365 Group and a distribution group?
- How do I get a new email list or group at Bowdoin?
- Can I create my own email group without contacting IT?
- Can people outside Bowdoin be added to a group or distribution list?
Environment
This article applies to all current Bowdoin faculty and staff who want to understand the group and distribution list options available through Microsoft 365.
- Applies to: All Bowdoin Microsoft 365 accounts
Resolution
Bowdoin offers two types of email groups through Microsoft 365. Both allow you to send one email to a single address and have it delivered to all members, but they differ in capabilities and management.
Microsoft 365 Group
A Microsoft 365 Group is a collaboration hub that combines a shared inbox, shared calendar, shared file storage (via SharePoint), and an optional Teams channel — all under one group identity. Groups are the recommended option for teams and departments that want more than just a shared email address.
- Who can be a member: Anyone with any email address, including people outside Bowdoin (guests)
- Self-service: Any Bowdoin user can create a Microsoft 365 Group without contacting IT — see Create a Microsoft 365 Group in Outlook for Windows in the Related Articles section
- Privacy: Can be set as Public (anyone at Bowdoin can join and view content) or Private (membership is controlled by owners)
Microsoft 365 Distribution Group
A Distribution Group is a simpler, email-only list. Messages sent to the group address are forwarded to all members, but there is no shared calendar, file storage, or Teams integration.
- Who can be a member: Bowdoin email addresses only — external addresses cannot be added
- IT request required: Distribution groups must be requested through IT via the Service Catalog
- Moderation: Can be configured to require a moderator to approve messages before delivery
- Management: Owners manage members through Outlook Online — see Manage a Microsoft Distribution Group you own in the Related Articles section
Which should I use? If your group includes or might include people outside Bowdoin, or if you want shared files and a calendar alongside the email list, use a Microsoft 365 Group. If you need a simple moderated mailing list for Bowdoin accounts only, use a Distribution Group.
Additional Help
If you need further assistance, you have several options:
- Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
- Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
- In person: Visit the Tech Hub in Smith Union during business hours.
- Submit a ticket: Request assistance through the Service Catalog.