Discuss the Office 365 Mailbox Types and their Uses
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.
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Different Types of Mailboxes in Office 365 and Their Applications
To understand the different types of mailboxes in Office 365, you have to be focused 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 email@example.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.
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.
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.
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 has to be enabled by the admin of Office 365. 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 given in one shot. It is allocated by the admin in batches of 100 GB as per the requirement.
5. Distribution Groups
Basically, it is used 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 created for all the required members such as firstname.lastname@example.org using this address a message is sent to all the members of the accounts department.
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 Organiser looks into the mailbox and verifies the availability of the room.
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 used 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 used to store phone numbers email addresses and physical addresses as well.
Is it Possible to Shift These Mailboxes to Another Tenant?
Yes, it is possible to shift the mailboxes to another tenant. Sometimes there is a situation when the organization merges with another. Then transferring all of the data to another tenant becomes a tough task. But you do not need to worry about the migration. You can use the Office 365 Migration tool to migrate all the mailboxes to another tenant without hassle. This tool provides a seamless experience to migrate mailboxes along with data integrity. You can operate this tool easily because of its user-friendly interface.
The different types of mailboxes in Office 365 are discussed in a detailed manner. Choose the appropriate mailbox which can fulfill all the requirements of your enterprise. A professional tool is also explained that helps you to migrate the mailboxes to another tenant. But you also need to take the backup of Office 365 mailboxes locally to secure the data from any upcoming threat.