Different Office 365 Mailbox Types – Elaborated

types of office 365 mailboxes

author
Published By Mohit Jha
Anuraag Singh
Approved By Anuraag Singh
Published On January 30th, 2024
Reading Time 8 Minutes Reading
Category Office 365

Summary: In this article, you will find all the Office 365 mailbox types in detail. Different types of mailboxes are elaborated so that you can differentiate between them easily. It will help you out with the selection of the mailboxes based on their uses.

Office 365 is widely used in organizations because of its essential features. One of the Apps in Office 365 is Outlook which is an email client used to communicate, share files, and many more between the sender and receiver. Outlook deals with the different types of mailboxes to provide a seamless user experience. Let’s figure out each one in detail.

Table Of Content

Different Types of Mailboxes in Office 365 and Their Applications

To understand the different types of mailboxes in Office 365, you should attentive while reading this article. Because most of the users find it difficult to understand. Here is a complete list of Office 365 mailbox types.

1. User’s Mailbox

The user’s mailbox is also known as the primary mailbox. It is not used as the personal for the employee. It is used to deal with the official clients or staff personally. This mailbox comes up with the Microsoft Office 365 subscription plan. It is the licensed mailbox and requires the login credentials to use. This mailbox acts as the personal data share platform such as emails, attachments, and messages to the required officials. The email ID used in the mailbox is like name@companyname.com.

There are different plans in Office 365. But most of the Office 365 plans provide 50 GB of space for the user’s mailbox. There is also an advantage of aliases. Due to the alias feature a single mailbox can be used for multiple email addresses.

Applications

  1. Integration of calendars to track the meetings and deadlines.
  2. Organize the emails for a better user experience.
  3. Supports the files as attachments.

2. Shared Mailboxes

In the Office 365 mailbox types, one is the shared mailbox. Sometimes there is a requirement to access the single mailbox via multiple users. Then the Global Admin of Office 365 creates a mailbox and makes it sharable to the required members. Because of the shared mailbox, there is a common email address of the mailbox that is used by the permitted members. All of the emails and messages are accessed by all the members. Because it is accessed by the members if any of the members deletes any email then it reflects for all. This also has 50 GB of space to store the data.

Shared mailboxes help to keep safe the primary inboxes from spam emails. The creation of the shared mailbox depends upon the needs of the Organization. If any of the members is replied to any email from the shared mailbox then it will be reflected as the shared mailbox address in the receiver’s mailbox. There is no pop of new email messages as it appears on the primary mailbox.

Applications

  1. Accessed by multiple users at the same time.
  2. Monitored by the admin regularly.
  3. Provides collaboration so that valid users can access all the details

Also Read: How to Migrate Shared Mailbox to Office 365?

3. Office 365 Groups

In the licensed Office 365, there is an option to create group mailboxes other than all Office 365 mailbox types for work collaboration with the teams. In the Group. There is a mailbox, a shared calendar to track the work progress and deadlines, and a document library that can be accessed by all the connected members. Document library is used to store the required documents such as Excel sheets, word documents, and PDFs so that each member access that common data.

Office 365 groups are not able to send emails to anyone. It also has 50 GB of space. No need to get permission from the IT admin to create groups. Any licensed user can create the group or add the member. It can receive emails from the organization official or from other Organization users as well as per the configuration in the group’s settings.

Applications

  1. Broadcast for the valid users.
  2. Maintains the history of emails.
  3. Integrated with the different Office 365 apps.

4. Archive Mailbox

The archive mailbox is also included in the list of Office 365 mailbox types which are used to store the data that is no longer required. Every member of Office 365 can use the archive mailbox. But it needs Office 365 admin permissions. Only the admin has permission to enable or disable the archived Office 365 mailbox. There is 1.5 TB of space provided in the archive mailbox. But the whole storage is not provide in one shot. It allocates by the admin in batches of 100 GB as per the requirement.

Applications

  1. Make space in the regular mailbox.
  2. Work as an archive solution for future use.
  3. Supports search functionalities.

5. Distribution Groups

Basically, a distribution group of Office 365 mailbox types is use as a broadcast for everyone to inform about certain events. Using the distribution group the admin sends the message to all the members of the groups in one shot. Admin does not need to add all the email addresses in the “To” section. A particular email address is maintain for all the required members such as accounts@companyname.com using this address a message is share to all the members of the accounts department.

Applications

  1. Send emails to multiple users using a single email address.
  2. Support internal and external recipients. 
  3. Allows members to communicate and collaborate.

Also Read: How to Migrate Distribution Group to Office 365?

6. Resource Mailbox

These mailboxes are used in Organizations to inform about the requirement for resources such as conference rooms or projectors. All types of resource requests are stored in this mailbox. To request a particular resource do not need to inform a specific user, send the email to the resource mailbox so that everyone is aware of the usage of the resource.

  • Equipment Mailbox – It is used to share information about the occupancy of Organization equipment such as projectors, vehicles, or any other equipment. By using this mailbox the double booking of equipment does not happen. 
  • Room Mailbox – This is used to inform about the rooms such as meeting, conferencing, and training rooms. Before scheduling any meeting the Organizer looks into the mailbox and verifies the availability of the room.

Applications

  1. It is use to inform about the allocation of resources.
  2. Reduce the chances of collision by using the resources of the organization. 
  3. Maintains the records of the resources such as for whom it is allocate and when.

7. Contacts

In the continuity of Office 365 mailbox types, it’s time to discuss the Contact mailboxes. This completely depends on the requirements of the user. They are use to store the information of the clients, or members who are outside of the Organization. Using the contacts mailboxes, you can easily find the receiver instead of searching in the long groups. It is use to store phone numbers email addresses and physical addresses as well.

Applications

  1. Manages all the information of the clients.
  2. Keep track of the location of the clients using their addresses.
  3. Provide the information of the clients in one place and saves the time for searching.

Is it Possible to Store the Mailboxes data in the Local System?

Yes, it is possible to store the data of the Office 365 mailbox in the local system. You can use the Office 365 Backup and Restore Tool to store the data locally. Using this tool, you can able to create a file having all the emails so that you can share that file with others if required. Having the data locally is also a great practice to save the data from upcoming threats.

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Conclusion

The different types of mailboxes in Office 365 each one is having their importance. So to make them easy to understand. We have discussed Office 365 mailbox types in a detailed manner. Now, you can choose the appropriate mailbox which can fulfill all the requirements of your enterprise. You should also store the mailbox data in the local file for sharing and offline access purposes. That’s why a professional tool is also explained that helps you to store all the mailboxes into a local file.

Frequently Asked Questions

Q1. How much storage is available for the user’s mailbox?

Ans – There is 50 GB of space provided in the user’s mailbox.

Q2. Which type of mailbox is accessible by multiple users to track the emails regularly?

Ans – The Shared Mailboxes can be accessible by multiple users.

Q3. Can we store the contact details in the mailboxes?

Ans – Yes, in the contacts mailbox you can store the contact details.

Q4. What should we do if we need to get the data of different types of mailboxes in Office 365 in a local file?

Ans – You can use the above-discussed tool to store the mailbox data in the local system.