You are probably familiar with the user mailboxes in Exchange Online. These are licensed with Exchange Online Plan 1 or Plan 2, depending on their size and function. The following article explains what special mailboxes are and how you can use and licence them.
In Exchange Online, there are user mailboxes, shared mailboxes, distribution groups, Office 365 groups and resource mailboxes. In most cases, the name already describes the function of the mailbox type very well
User mailboxes are the most commonly used mailbox types in Exchange Server and Exchange Online. They are usually assigned to a single person who can use them to send and receive emails, manage contacts and create calendar entries.
As the data is stored in Exchange, it can be accessed from all devices and is always synchronised. This means that changes made on one device are automatically updated on other devices.
Each user who is assigned an Exchange Online licence receives a personal mailbox. The available storage space depends on the respective licence:
Users can use their Exchange mailbox in different ways:
Shared mailboxes are ideal for teams, departments or projects. Shared mailboxes are always used when several people need to access a mailbox. Shared mailboxes do not require a licence and have a storage capacity of 50 GB. Examples are: info@, support@, kundendienst@ and buchhaltung@.
Shared mailboxes can only be accessed via an assigned user, i.e. the user who wants to access the shared mailbox requires an Exchange Online licence. The mailbox is automatically displayed in Outlook for Windows. No access data is required to access the mailbox, as access is authenticated via the user.
Distribution groups or distribution list groups are always used if all members are to receive this e-mail. For example buero-wernigerode@... All colleagues who work in the Wernigerode office are entered in this distribution group. If all colleagues at this location are to be informed about something, the e-mail can be sent with buero-wernigerode@... can be sent. This way, nobody is forgotten and the sender doesn't have to think about whether everyone has been thought of.
Resource mailboxes are, as the name suggests, intended for resources. Resources can be both equipment and rooms. Pool vehicles are very often created as equipment resource mailboxes. If an employee now needs a vehicle to drive to an appointment, they can simply add the vehicle to the appointment in their Outlook calendar. The calendar overview of the resource then immediately shows which vehicles are occupied and which can be booked. Of course, anything can be a resource. A special tool that is only rarely needed or a projector. Depending on the company, there may be several meeting rooms, so a room resource with the maximum capacity of people can be created so as not to lose the overview. As with the vehicle, you can immediately see when the room is free or occupied.
As the name suggests, a user mailbox belongs to a single person/user; this mailbox is secured with personal access data that only the user knows. A shared mailbox or shared mailbox is shared by several users. A shared mailbox has no access data, but is shared with certain people via authorisations.
No, a shared mailbox does not require a licence as long as it occupies less than 50 GB of storage space. As soon as the mailbox exceeds this size or is to be archived, an Exchange Online Plan 2 licence is required.
A resource mailbox is a special mailbox for rooms or devices that are used for bookings. Examples
This allows you to book resources via Outlook or see when they are free/occupied.
Yes, but only with the Outlook app for Android and iPhone. It does not work with other mail apps as the mailbox does not have a password and is only authenticated via the user's authorisations.
Schmittel IT GmbH
Büchtingenstr. 44
38855 Wernigerode
Wernigerode, Germany
| Phone : | 03943 50 994 50 |
| E-Mail: | info@schmittel-it.de |
