Email Signature for Distribution List

An email signature for a distribution list addresses the distinction between a shared mailbox (which is a real mailbox multiple people use) and a distribution list (which is an alias that expands to multiple recipient addresses). Distribution lists like all-staff@, marketing-team@, or board@ typically expand to many recipients but do not themselves have a sending identity, so they do not have their own outbound signature. Email sent to a distribution list arrives at each member's mailbox carrying their own signature on any reply they send. The configuration matters for two scenarios: organizations sending newsletters or announcements via distribution lists (the signature reflects the individual sender, not the list), and organizations using distribution lists for sales or support intake (where reply signatures should match the team member responding, not the list address). In Microsoft 365, distribution groups and Microsoft 365 groups differ in their mailbox model; Microsoft 365 groups have a shared mailbox and can have signature behavior, while pure distribution lists do not.