Guide to Understanding Different Types of Mailboxes in Microsoft 365

1. Individual Mailbox:

• An individual mailbox in Microsoft 365 is associated with a single person and requires a valid license for access.
• The email address for an individual mailbox should ideally reflect the individual's name or a variation thereof (e.g., john.doe@franky.com.my or jdoe@franky.com.my).
• To set up an individual mailbox:

1. User has a valid Microsoft 365 license.
2. Create the mailbox with the desired email address within the valid domain.

2. Group Mailbox:

• A group mailbox in Microsoft 365 facilitates shared email communication among a specific group of people.
• The email address for a group mailbox should reflect the purpose or name of the group it represents (e.g., hr@franky.com.my or accounts@franky.com.my).
• To set up a group mailbox:

1. Each group has a valid Microsoft 365 license.
2. Create the mailbox with an appropriate email address within the valid domain.
3. If required, set access permissions to allow individual members to access and manage the mailbox.

3. Shared Mailbox:

• A shared mailbox in Microsoft 365 is intended for collaborative access by individuals or groups.
• The email address for a shared mailbox should be descriptive of its purpose or function (e.g., assets@franky.com.my or reception@franky.com.my).
• To set up a shared mailbox:

1. No additional license is required for accessing a shared mailbox.
2. Create the mailbox with a relevant email address within the valid domain.
3. Assign appropriate access permissions to individuals or groups who need access to the mailbox, ensuring access is restricted to delegated users.

Requirements for Setting Up Mailboxes:

• Individual Mailbox: Valid Microsoft 365 license for the user.
• Group Mailbox: Valid Microsoft 365 license for each group member.
• Shared Mailbox: No additional license requirement, access is granted to delegated users or groups.