Help me design a correct email scheme

CostasD 20 Reputation points
2023-01-21T15:59:46.6533333+00:00

We have 3 company members with their respective personal mailboxes

  • person1@
  • person2@
  • person3@

We also have 3 specific purpose mailboxes

  • info@
  • sales@
  • accounting@

Now we have

  • random/temp employees (with no personal mailboxes) that need to utilize some or all of these 3 specific mailboxes from different Windows devices
  • company members who also need to oversee some or all of these 3 specific mailboxes

What's the correct way of setting things up?

The straightforward solution is to assign everyone a 365 Business Basic/Standard license and then have each mailbox added to the corresponding Windows device in Outlook application.

Another solution would be to create info@, sales@ and accounting@ as Shared Mailboxes. That way they could be assigned under the corresponding company members but how will they be utilized from the corresponding employees?

To summarize, what's the benefit and why it is suggeste to configure info@, sales@ etc as Shared Mailboxes when there's also the need to operate independently?

Microsoft 365
Microsoft 365
Formerly Office 365, is a line of subscription services offered by Microsoft which adds to and includes the Microsoft Office product line.
4,191 questions
Microsoft Exchange Online
Outlook
Outlook
A family of Microsoft email and calendar products.
3,297 questions
Outlook Management
Outlook Management
Outlook: A family of Microsoft email and calendar products.Management: The act or process of organizing, handling, directing or controlling something.
5,027 questions
Microsoft Exchange Online Management
Microsoft Exchange Online Management
Microsoft Exchange Online: A Microsoft email and calendaring hosted service.Management: The act or process of organizing, handling, directing or controlling something.
4,332 questions
0 comments

1 answer

Sort by: Most helpful
Most helpful Newest Oldest
  1. Fabricio Godoy 2,611 Reputation points
    2023-01-25T01:41:45.0166667+00:00

    Hello.

    First of all, we're talking about "saving licenses" ..just it.

    there is no "right way".. but in the case of assigning licenses to these mailboxes, you can select another type of licensing, such as Exchange Plan 1 or even a Kiosky license. Which would save you some money.

    however, when converting these mailboxes to shared mailboxes, there is no need to use a license with them... and they are commonly used in exactly this situation. (department mailbox.. HR, support…)

    Regarding the use.. the share mailbox does not differ from a mailbox to a mailboxuser

    With the automap active, once permission is given, it will automatically load in the members' outlook.

    Take a test, create a sharemailbox and assign it to your user and you will see.

    No license required..enjoy

    0 comments