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Best Practices for Shared Mailboxes – Individual vs. Resource

Number of views : 21
Article Number : KB0010989
Published on : 2022-04-29
Last modified : 2022-04-29 14:03:08
Knowledge Base : IT Public Self Help

There are two distinct categories of Microsoft 365 mailboxes:

  • Individual Mailbox
    • Owned by a specific person (the EID holder)
    • Accessed by signing into M365 with EID credentials or M365 Primary Address and EID password
  • Resource Mailbox
    • Shared between a department, group, or role
    • Accessed after being granted full access permission to the resource mailbox
    • Can represent a department (e.g. Customer Solutions)
    • Can represent a project or program (e.g. Bevo Party Planning Committee)
    • Can represent a role (e.g.
    • Can represent a resource (e.g. room, vehicle, or equipment reservation)

Individual mailboxes are automatically provisioned for most new employees. If a mailbox is not provisioned automatically, an eligible user may self-provision a mailbox. See How Do I Create an Office 365 Mailbox? for more information.

Resource mailboxes can be created by existing resource mailbox owners, the Service Desk (upon request), as well as by most local desktop support via the Resource Admin Tool.

To have the Service Desk create a resource mailbox on your behalf, contact them with the following information:

  • Desired display name and email address
  • Names and EIDs of the users who will have access to the account
  • Intended use of the mailbox (room reservations, shared calendar, shared mailbox, etc.)
  • Any requests for advanced calendaring options (e.g. automatic acceptance of calendar invitations, extending booking horizon, allow or disallow conflicting meetings, etc.)

More About Automated Calendaring…

Automated calendaring configuration settings are plentiful, although the controls are not entirely exposed to the end-user. In addition, different settings are available depending on the resource mailbox ‘type’ (shared, room, or equipment). More information on hidden calendaring options are available in Microsoft’s documentation, these can only be configured via PowerShell.

For advanced calendaring configuration, contact the Service Desk and provide your resource mailbox address and a description of your desired configuration (or the address of a similarly functioning mailbox).

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