Mailbox ManagementResource & Shared Mailboxes

Resource & Shared Mailboxes

25 mins

Understanding the Concept

Resource mailboxes represent physical resources like conference rooms (room mailboxes) or equipment (equipment mailboxes). They automatically process meeting requests based on booking policies without human intervention.

Shared mailboxes allow multiple users to read and send email from a common address (e.g., info@company.com) without requiring a separate license if under 50GB. They are ideal for team email addresses.

Group mailboxes (Microsoft 365 Groups) provide shared mailbox functionality combined with SharePoint, OneNote, and Planner integration. They are the modern alternative to traditional distribution lists.

Key Points

•Room mailboxes manage conference room bookings automatically

•Equipment mailboxes track shared resources like projectors

•Shared mailboxes don't require a license under 50GB

•Booking policies control auto-accept, conflicts, and duration

•Resource delegates can approve/deny booking requests

•Shared mailboxes support Full Access and Send As permissions

Why This Matters

Resource and shared mailboxes streamline organizational workflows. Meeting room booking, team email management, and equipment scheduling are daily operations that improve efficiency when properly configured.

Common Mistakes to Avoid

✗Assigning licenses to shared mailboxes unnecessarily

✗Not configuring booking policies for room mailboxes

✗Using shared mailboxes when M365 Groups would be more appropriate

Interview Discussion Points

💡Compare shared mailboxes, M365 Groups, and distribution lists

💡Explain room mailbox booking policy configuration

💡Describe how to convert a user mailbox to a shared mailbox

MS-203 Exam Tips

📝Know when shared mailboxes require a license (over 50GB or archive)

📝Understand room mailbox booking policy options

📝Be familiar with converting between mailbox types

User Mailbox Configuration

Distribution Groups & M365 Groups