Office 365 Mailbox Types and Their Uses.

Introduction

With Office 365, users have the ability to secure their emails across multiple devices with robust protection features. But on top of this standard email feature, there are other mailbox types that can be utilized for different purposes ranging from workflow processes to file storage for collaboration.

In this guide, we’ll provide an in-depth look at the different Office 365 mailbox types, their features, and how you can use them for your business needs. So, whether you're searching for the perfect Office 365 mailbox for your organization or just trying to brush up on different options, our comprehensive guide has everything you need.

Major Types of Office 365 Mailboxes

1. User Mailbox.

The most common type of mailbox is a user mailbox. This requires an Office 365 license for each user that needs access to it. A user mailbox is typically used for sending and receiving emails for an individual person or team member. It also allows users to store contacts, calendar events, tasks, notes, and more. All of these items are stored in folders within the mailbox and can be accessed through Outlook or Outlook Web Access.

2. Shared Mailbox.

A shared mailbox is a great option for businesses that need an email address that multiple people can access without needing separate licenses for each person. It’s also ideal if you don’t want everyone to have their own personal inboxes but still need them to be able to send and receive emails from a single address. Creating a Shared mailbox can also be used as customer service inboxes or departmental inboxes where multiple people have access to send out emails or review incoming messages from customers or colleagues. Falling under the limitations of shared mailboxes, these mailboxes do not require any licenses but they do have a 50 GB storage limit.?

3. Distribution Group.

Distribution groups are used for one-way messaging. This means only messages sent from someone outside the group can be received by members within the group. This type of mailbox is often used by companies who have mailing lists they need to keep up-to-date with news or product announcements. They are also useful if you need to quickly contact several members of staff at once with important updates or changes in policy/procedure etc.

4. Office 365 Groups.

An Office 365 Group is perfect for teams that need more collaboration tools than just email and file sharing capabilities like what you get with a shared mailbox or distribution list alone. These groups come with their own conversation threads as well as document libraries. This allows members of the team to work together on projects more efficiently by having all the resources they need in one place instead of scattered across multiple locations and conversations threads etc.

5. Resource Mailbox.

Resource mailboxes are used mainly in organizations that need resources like conference rooms or projectors assigned by request but do not want those requests going through individual user accounts. For example, someone might send an email requesting a projector from “projector@yourcompanyname” instead of sending it directly to a user's inbox so that everyone in the organization knows where these types of requests should go. Resource mailboxes do not require licenses and are available free with your Office 365 subscription plan.?

6. Contacts.

Lastly, contacts are used mostly as a way to store contact information about external clients or partners outside your organization which is useful if you need quick access without having to search through multiple emails/documents etc. Contacts are easy-to-use and allow you store important contact information such as phone numbers, email addresses and physical addresses all in one place without any hassle.

NOTE: It is essential that organizations protect their data stored in Office 365, despite Microsoft claiming it to be secure. To ensure this level of security regardless of external circumstances, utilizing a reliable tool like Kernel Office 365 Backup & Restore can vastly reduce the risk of lost data should any problems arise with Office 365 in the future. The tool is capable of backing up user mailboxes, shared mailboxes, and groups, giving organizations complete control and peace of mind over their critical data.

Final Say

Office 365 offers different mailbox types to its users depending on their needs. Now that you know what each type of mailbox is used for, you can decide which one is right for your organization or business. Moreover, backing up your Office 365 data is also crucial in ensuring that all your important information is safe and accessible in case of any unforeseen events. Kernel Office 365 Backup & Restore is an excellent tool that can help you easily backup and restore all your Office 365 data with just a few clicks.