I've recently rebuilt our network and set up a new domain. Historically, we've had our mailboxes in M365, but I've been creating our distribution email groups on-premises in Active Directory. I'm in a discussion with my boss, who prefers to continue creating them on-prem because they still sync to M365. However, several system administrators I've talked to agree with me that creating these groups in M365 is the way to go. I'm looking for insights on what the best practice is in this scenario and what others have experienced.
4 Answers
Transition to a cloud-first strategy! The only instance where you'd really need on-prem groups is if you're still maintaining some on-prem mailboxes and need both in a distribution list. There’s a lot more you can move to the cloud now, as the constraints aren't as tight as they used to be with hybrid setups.
I recommend using M365 for your distribution groups. It aligns with Microsoft’s push towards cloud solutions. Plus, it makes delegating ownership easy, which allows users to manage their own groups without putting extra load on IT. And dynamic groups really simplify email management in the cloud!
But how do you manage distribution lists that are hidden in the Global Address List (GAL)?
It really depends on how you intend to use the groups. If these groups are also tied to security permissions for your file servers, they need to be on-prem AD. But for email distribution alone, M365 is definitely the way to go!
I agree! But just to clarify, a distribution group shouldn't be used for NTFS permissions—that's what security groups are for.
I’m only considering distribution email groups here, so I'm not concerned with security or file permissions.
Migrating those AD distribution groups to the cloud is a mess. You can't easily move them without some painful scripting, and they'll always be anchored in AD. It's better to just embrace the cloud entirely!
Exactly! Letting users handle their own distribution lists is so much more efficient. They often know better who should be included than the IT team. Plus, using M365 greatly simplifies everything!