Office 365 Mailbox Types and Usage

Admin | Featured Technology | 4 minutes read | Last updated on February 8th, 2023,


This article contains the complete explanation for Office 365 mailbox types and usage of mailboxes. Many times users of Office 365 application are confused about its mailboxes and their uses, if you want to understand the use of the mailbox of Office 365 application then you may get all answers in this article.

Office 365 is one of the best and wide usable email application which allows users to utilize various other Microsoft application. It also creates various types of Office 365 mailboxes to facilitate the users so that the user can easily manage their data in the Office 365 tenant account. It provides flexibility to create mail accounts as per the needs of the users.

Office 365 Mailbox Types

In Office 365 application there are six types of mailboxes that contain numerous mail files. Some of those mailboxes are paid and some of them are free to create. We can utilize both types of Office 365 mailboxes.

  • Mailbox
  • Shared Mailbox
  • Distribution Group
  • Office 365 Groups
  • Resource Mailbox
  • Contacts

Here Mailbox is the only one that can be created in only paid edition and all other types of mailboxes can be created and utilized without any paid subscription.

  1. Mailbox

The first type of Office 365 mailbox is Mailbox which requires exact logins and licenses to use. It helps users to manage personal emails and other elements. It is the mailbox that can be utilized to send emails, attachments, and email messages to others.

  1. Shared Mailboxes

Office 365 mailbox types have Shared Mailboxes which can be created by the Admin penal of Office 365 application. Then the admin can add other users to this mailbox as a member. It is free to create with up to 10 GB space. The Shared Mailboxes allow a group of members to manage email activity by a common email address. It is also possible to reply to any email message through the Shared Mailbox email address.

Basic Points about Shared Mailbox:

  • Every member of the Shared Mailbox has complete control over email activity. For instance: if any member deletes any mail from this mailbox then all other members can view this activity.
  • Member of Shared Mailbox can reply to any email without any acceptance of other members of a mailbox.
  • This will not show any new email as a primary email account that means it will not show you any popup or any other impression for newly received email.

This created Shared Mailbox can be open on as well as the desktop edition of MS Outlook. But for this, you are required to have complete access for Shared Mailbox.

  1. Distribution Groups

The Distribution Groups are useful to communicate with a particular group of persons which may include team members, groups of customers or clients. An email that is sent to this group, will be appeared in the primary mailbox of every group member’s email address.

  1. Office 365 Groups

Office 365 mailbox types include Office 365 Groups are introduced by Microsoft to facilitate collaborative work functionality for Office 365 users. To utilize Office 365 Groups you are required to create a name and email address. Through this, you can allow external users to join the group.

  1. Resource Mailbox

This is the feature of the Office 365 account through which you can create a room where you can address a video conference. You can also utilize this type of Office 365 mailbox to include resource mailbox in meeting requests and other calendar items. The Resource Mailbox is also known as Room Mailbox and Equipment Mailbox.

  1. Contacts

Mail contacts contains those contact which are outside of your Exchange organization. But may appear on your shared address book. You can add them to your distribution groups. Each added email contact has its own email address and those mails which are shared to that contact reach on its email address.


Office 365 application provides all required options and features through which one can manage all email activity with freedom. To use Office 365 account it is required to have complete knowledge of all major Office 365 mailbox types and usage.

Conversion of Office 365 Mailbox Data

Sometimes users of Office 365 need to transfer data from Office 365 account to another account of other various email applications like Gmail, G Suite, Exchange Server, Hosted Exchange Server, Hotmail,, IMAP, and other email management applications. For this process, you can utilize the Office 365 Converter software which can perform such kind of transfer process along with all data of Office 365 account.

Migration Between Two Office 365 Accounts (Same Domain or Different Domain)

If you want to transfer data from one account of Office 365 account to another account of the Office 365 application then you have to follow the procedure of Office 365 Tenant to Tenant Migration software which can perform Office 365 migration process without any data loss and directly into your desired account of Office 365.