Different Types of Office 365 Mailboxes and Their Uses

Office 365 is a cloud-based service offered by Microsoft. It offers online services such as Outlook, Onedrive, Microsoft Teams, etc. In addition, Office 365 also offers different types of mailboxes, and each of them has its own features. In this article, we look into the different types of mailboxes available in Office 365 and explore their unique functionalities.

Types of Office 365 Mailboxes

There are many Office 365 Mailboxes, but we mainly discuss only six. Some of these require subscription plans while others are accessible for free. Let’s look into them.

1. User Mailbox

User Mailbox is also known as a regular mailbox, it is the most common type of mailbox which comes after purchasing an initial subscription plan. It requires a license to log in. In simple terms, it is a mailbox for sending emails, messages, and attachments to others. You can have a specific domain email address for your primary mailbox that ends with your company’s name or any other name. For example, it could be marketing@systools.com.

2. Shared Mailbox

It is configured by Office 365 admin, which allows multiple users to send, receive, and manage emails from a single email address. It is shared with the assigned users. It is a free mailbox and you will get 50 GB of storage. Every user in a shared mailbox can reply to an email, and it will appear on a shared mailbox address. These mailboxes do not require a separate license(until 50 GB of storage exceeds) and can be accessed by multiple users with appropriate permission.

3. In-Place Archive Mailbox

Archive mailbox provides additional storage space for users who want to retain a large amount of email data. It is used as a secondary mailbox which is typically used for storing older emails. It provides 1.5 TB of additional storage to users, which allows users to seamlessly access archived emails when needed. It is a great mailbox for those who don’t want to purchase subscription plans.

4. Distribution Groups

Distribution Group mailboxes play a crucial role in enhancing communication within Office 365 environments. These groups are created to add specific members related to a team or project and send them emails. It is also used for communicating with clients and customers with a single email. It helps members to communicate and collaborate efficiently. It promotes efficient teamwork and enhances productivity in the organization.

5. Office 365 Groups

To set up an Office 365 Group, you need to create a name and an email address and then allocate users to it. Office 365 Groups mailbox is a unified hub for team communication and collaboration, where users can share files, schedule meetings, and work together on documents easily. It enables teams to work more efficiently, communicate more effectively, and achieve better results.

6. Resource Mailbox

Resource mailbox is primarily used for reserving and coordinating rooms and equipment. It is a useful tool for scheduling meetings and events for a company for a specific time. Resource mailboxes are of two types room and equipment mailbox.

Room Mailbox: These mailboxes are dedicated to scheduling and managing resources such as conference rooms, meeting spaces, and auditoriums. Users can book these mailboxes through Outlook or other calendar applications. Room mailboxes can automatically accept or decline meeting requests based on availability.

Equipment Mailbox: Similar to room mailboxes, these mailboxes are used for managing shared resources like projectors, vehicles, or other equipment. Users can reserve these resources for specific time slots, ensuring their availability when needed. 

As you know about the different types of mailboxes and their uses. In case, you have to migrate your email, contact, calendar, task categories & documents from OneDrive then you can check out our migration tool Systools Office 365 to Office 365 Migration Tool which helps the user to migrate their entire data. 

Some Key Features of this tool:

• It can migrate Office 365 to Office 365 quickly.
• It can import CSV files for user mapping.
• It can migrate your Office 365 mailboxes in bulk.
• It allows users to migrate their data from In-Place Archive mailboxes.
• It has an account-based priority migration.
• It cannot migrate deleted data.

Know the steps to How to Migrate Office 365 to Office 365 Data:

Step 1. Install the software & select Office 365 as a source & as a destination. 

Step 2. Then select the items you want to migrate from the workload section window and from the same window you can add a date-based filter to migrate selected data then click on next.

Step 3. Now, log in with the Admin email ID & application ID of the source tenant and then click on the validate button to validate permissions.

Step 4. After validating click on next.

Step 5. Now, log in with the Admin email ID & application ID of the destination tenant, and then click on the validate button to validate permissions.

Step 6. After validating click on next.

Step 7. Now under the resource tab, click on users and click on fetch users, it will fetch all user data.

Step 8. All source Office 365 accounts are fetched and now you can see all the source mailboxes.

Conclusion

Office 365 stands out as the best cloud-based productivity, that offers users to communicate and work efficiently in companies with the help of these mailboxes. In this article, we have explored different types of mailboxes and their functionalities. Some crucial points to remember are that some Office 365 mailboxes require a subscription plan while others are accessible for free.

For more information, visit Techmelife.com