Microsoft Notes

Teams notes in SharePoint at Microsoft Teams.docx

Microsoft Mailboxes & Groups

• User mailbox
  • Assigned to individual users
  • Requires a license. None of the others below require a license.
• Shared mailbox
  • Allows a group of people to monitor and send email from a shared email address
  • Does not have it’s own login, but is accessed through users’ Microsoft 365 credentials
  • Appears as an entirely separate mailbox in Outlook, once the user has manually added it:
    • Click on the three ellipses to the right of Folders > Add shared folder or mailbox
    • Enter the email address, e.g., cskn@rebalancekn.com > Add
  • Apple Mail - no go
    • The Apple Mail App on either iOS or Mac OS currently doesn't support M365 Shared mailboxes. It looks like the reason for this is because of how Shared Mailboxes authenticate.
    • Accordingly, to see and respond to emails sent to menopauseissues@rebalancehealth.com, your options are to either use the Outlook web app in any browser, or to use the Outlook client that you install on your Mac.
  • A shared mailbox behaves in the same manner as a regular user mailbox with a list of folders and a calendar.
  • Users are added as members
  • Only licensed internal users are allowed to use shared mailboxes.
  • Gathers all communications in one place
  • Allows the team to provide unified responses, using the shared mailbox address
  • Up to 50 GB of storage without a license
• Alias
  • An extra email address linked to a user’s main mailbox
  • Allows receiving emails sent to the alias as if sent to main address
  • Limits exposure to mail email address
• Group mailbox
  • The email address associated with a group, to which email can be sent.
  • Group members get a group email address and shared workspace for conversations
  • Group members can send emails as the group email address, if enabled.
  • External users cannot be added to a group (per Connetic).
  • The group can receive external email, if enabled
  • A group mailbox does not have a list of folders like a regular mailbox. All email stays in one location.
  • Creating a group will create an email group and a SharePoint site for publishing information.
• Distribution group/list
  • Used to send email to multiple recipients. Good for broadcasting information.
  • Can receive external email, if enabled
  • Like a Group mailbox but without the group functionality.
• Resource mailbox
  • Used for booking resources, e.g., meeting rooms

Examples in our organization:

• • User mailboxes
    • jhai@rebalancehealth.com
    • sarnold@rebalancehealth.com
    • cs@rebalancehealth.com
  • Shared mailboxes
    • ap@rebalancehealth.com
    • accounting@rebalancehealth.com
    • vip@rebalancehealth.com
  • Groups
    • exigo@rebalancehealth.com
    • finance@rebalancehealth.com
    • marketing@rebalancehealth.com
  • Distribution Lists
    • all@rebalancehealth.com
    • press@rebalancehealth.com

Full lists of Mailboxes and Groups are in these files in the Operations SharePoint site:

• RH_240613_Mailboxes.xlsx
• RH_240613_Groups.xlsx