Posted by: kurtsh | May 9, 2015

INFO: What is an Exchange Resource Mailbox?

imageThe following FAQ highlights some important distinctions around when exactly you need to purchase an Exchange Online subscription:

Here’s an excerpt:

  • Do conference rooms require subscriptions? Is there a limit to the number of them?
    No. Resource mailboxes, including Room Mailboxes and Equipment Mailboxes, are special mailbox types that are provided free of charge as part of Exchange Online. There is no limit to the number of conference room subscriptions.
  • Do shared mailboxes require subscriptions?
    No. Shared mailboxes don’t have login credentials, so they are only accessible by licensed users who have been granted delegate access (full mailbox permission, send as, or send on behalf of). Note that Exchange Online Kiosk users don’t have delegate access, so they cannot access shared mailboxes.

    Shared mailboxes have a smaller quota than regular mailboxes (10 GB), and do not include a personal archive or legal hold capabilities. If you need these features, then you can purchase either Exchange Online Plan 1 or Plan 2 and assign it to the shared mailbox.

    There is no limit to the number of shared mailboxes.

  • Can I enable In-Place Archive for a shared mailbox?

    You must assign the shared mailbox to either an Exchange Online Plan 1 plus Exchange Online Archiving subscription, or to an Exchange Online Plan 2 subscription in order to enable In-Place Archive. A shared mailbox can’t be used to archive email for an organization, except for those messages that are sent from the shared mailbox or received by the shared mailbox.

    An In-Place Archive can only be used to archive mail for a single user or entity for which a license has been applied. Using an In-Place Archive as a means to store mail from multiple users or entities is prohibited. For example, IT administrators cannot create shared mailboxes and have users copy (via CC or Transport rule) a shared mailbox for the explicit purpose of archiving.

  • Can I put a shared mailbox on In-Place Hold?
    You must assign the shared mailbox an Exchange Online Plan 2 subscription in order to put it on In-Place Hold.
  • Do mailboxes used to send email via SMTP (such as those used by line of business applications and on-premises appliances) require subscriptions?
    Yes, these mailboxes require a subscription. The subscription type can be Exchange Online Kiosk or Exchange Online Plan 1 or Plan 2.
  • If a user leaves my company, and I need to retain a copy of the data in their mailbox and In-Place Archive, what are my options?
        • You can export that user’s data to a PST file and store it on-premises.
        • You can retain the data in that user’s mailbox by placing the user on In-Place Hold and marking the mailbox as inactive , as described here. It isn’t necessary to maintain a user subscription license for the inactive mailbox.
        • If you have a hybrid deployment of Exchange Server and Exchange Online, you can migrate the mailbox back on-premises. Learn more about hybrid deployments here.


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