Making Sense of Microsoft: Teams, groups, Distribution Lists

At Foctiv , we guide you through the dynamic Microsoft 365 landscape. Microsoft offers three distinct methods for grouping people, each serving a unique purpose, which can sometimes be confusing. With the release of Teams and the new Outlook, common questions include:

Which approach should I use?: What distinguishes a Team from an Office 365 Group?

How do I...?: How do I manage my personal distribution lists now?

Where do I belong?: How can I easily identify the distribution lists I belong to?

The three methods of collaboration within the Microsoft ecosystem are based on the three types of groups available:

<1> Distribution Groups

<2> Microsoft 365 Groups

<3> Microsoft Teams

This post will detail the usage of each group type and highlight their differences, helping you make the best collaboration choices for your team.

Method 1 - Distribution Groups

Distribution groups (DGs) have been integral to email since its inception. A DG is a collection of email addresses that allows you to send emails to multiple recipients without needing to remember or type each address individually. DGs can be either personal or corporate.

Distribution Groups are appropriate when all you need is a method to email to a group. No collaboration or filesharing is required.

In the New Outlook, personal DGs are referred to as Contact Lists. These are created by individuals for personal use and are not shareable. Corporate DGs, on the other hand, are configured in the Exchange admin console by users with the necessary administrative permissions and can be used by anyone within the Exchange instance. Corporate DGs can be:

Static: A manually entered and maintained list of email addresses.

Dynamic: Based on user attributes such as company, department, or other custom attributes. If a user meets the specified attributes, their email address is included in the DG. These lists are automatically updated as user attributes change, and the recipient list is dynamically calculated each time an email is sent, eliminating the need for manual maintenance.

This post will focus on static distribution groups, as they are the most commonly used and do not require Exchange administrator expertise. For detailed guidance on creating Dynamic Distribution Groups (DDGs), Microsoft Learning offers excellent instructions.

Adding Contact Lists

To view your Contact Lists, go to the People section in the left navigation bar of Outlook and select Your Contact Lists. From there, you can also edit your contact list by selecting it and clicking Edit.

To add a contact list, select the dropdown next to New Contact and click New Contact List.

In the New Contact List dialog box, give the list a name and add the email addresses you want on the list. Once created you can choose this list in the TO: line of an email.

Adding Corporate Distribution Groups

Corporate DGs are set up in Microsoft Exchange. You are required to have the following permissions granted to establish corporate DGs: Organization Management and Recipient Management. Full Exchange administrators, or course, also have the ability to manage DGs.

You can use the Exchange Admin Console to manage DGs or leverage a slightly hidden approach within the New Outlook - the distribution group portal. We will explore the latter option. To navigate from Outlook, click Settings (gear icon in the upper right.

Choose General | Distribution Groups and click the link to the portal.

This link will navigate you to a simplified administrative interface for DGs.

Here you can see the groups you belong to, have the ability to join distribution groups, view the groups you own, and create new groups.

When you click the Add New Group button, a wizard interface will guide you through setting up the group. This is a “static” group, meaning you’ll manually enter the email addresses of each member you wish to add.

Method 2 - Microsoft 365 Groups

Microsoft 365 groups offer a collaborative environment for your team. When a team is created, a SharePoint site is set up for file sharing, a team OneNote is provided for collaboration, and a Team Planner is available for task management and project execution. Additionally, the team will have a group calendar and mailbox to streamline communication.

365 Groups are appropriate when your team prefers to collaborate via email and needs a shared calendar.

To add a 365 group from Outlook, click Groups on the left navigation bar.

A list of groups you belong to will be displayed. To add a new group, select New Group from the ribbon. Enter the group name, desired email address, description, and privacy settings, then click Create. After the group is created, you’ll be prompted to add members. You can manage membership anytime from the group’s home page.

Method 3 - Microsoft Teams

A Microsoft Team enhances the capabilities of a 365 Group by adding chat, virtual meetings, and other shared applications to boost collaboration. These features are accessible through the Microsoft Teams app.

Teams are appropriate when your team requires collaboration through chat, virtual meetings, and a high degree on online connectedness. Creating a team requires the "create team" permission.

Microsoft Teams offers all the features of a 365 Group, plus additional extensions known as Tabs, which enhance collaboration.

If you have the “create team” permission, you can set up a new team by opening the Teams app, clicking the + option, and selecting “Create Team.” In the window that appears, provide the team name and description, and choose the security type (Private, Public, or Org-Wide). After creating the team, you’ll be prompted to add users.

Summary

Each type of group within the Microsoft ecosystem offers unique features to boost team collaboration. The choice depends on your team’s specific collaboration needs:

Distribution Groups: Ideal for teams that collaborate primarily through email.

365 Groups: Suitable for teams that prefer email collaboration and need a shared calendar and document-sharing space.

Microsoft Teams: Best for teams that favor messaging and virtual meetings, document sharing, and advanced collaboration tools.