Creating a shared mailbox or a distribution list in Microsoft 365 is quite straightforward. Here are the steps for each:

Creating a Shared Mailbox

Go to the Admin Center: Navigate to the Microsoft 365 admin center.

Select Teams & Groups: Click on “Teams & Groups” and then “Shared mailboxes”.

Add a Shared Mailbox: Click on “+ Add a shared mailbox”.

Fill in Details: Enter the name and email address for the shared mailbox.

Save Changes: Click “Save changes”.

Add Members: Select the shared mailbox, click “Edit” under “Members”, and add the users who need access.

Creating a Distribution List

Go to the Admin Center: Navigate to the Microsoft 365 admin center.

Select Teams & Groups: Click on “Teams & Groups” and then “Distribution list”.

Add a Distribution List: Click on “+ Add a distribution list”.

Fill in Details: Enter the name and email address for the distribution list.

Add Members: Add the users who should be part of the distribution list.

Save Changes: Click “Save changes”.

Converting an Existing Email ID to a Shared Mailbox

Go to the Admin Center: Navigate to the Microsoft 365 admin center.

Select Users: Click on “Users” and then “Active users”.

Select the User: Choose the user whose mailbox you want to convert.

Convert to Shared Mailbox: On the “Mail” tab, select “Convert to shared mailbox” and confirm the conversion1.

Converting an Existing Email ID to a Distribution List

Record Information: Note down all the details of the existing email ID, including members and settings.

Delete the Existing Email ID: Remove the existing email ID to free up the address.

Create a Distribution List: Follow the steps to create a new distribution list using the same email address.

Add Members: Add the same members to the new distribution list