Resource mailboxes and mailing lists
This article will set out the differences between a resource mailbox and a mailing list to help you choose which is the right option for you.
1. Resource mailbox (shared mailbox)
- A resource mailbox is a separate mailbox that users can be given access to. This mailbox has its own Inbox, Drafts, Sent Items but cannot be a user's primary mailbox.
- Users who are given Full Access to a resource mailbox will see this mailbox in Outlook underneath their own Inbox and other folders on the left hand side of the screen.
- A single copy of any emails sent to the resource mailbox’s email address will be stored in the resource mailbox’s Inbox and can be read by any user with access.
- Users who are given Full Access to a resource mailbox allow them to change the address in the From field of an email they write. This will send the email from the resource mailbox 's address (Send As).
- Sent emails are stored both in the senders and the resource mailbox's Sent Items.
- Deleting an email from a resource mailbox will delete the email for all users who have access to the mailbox.
2. Mailing list (distribution list)
- Users in a mailing list will receive their own copy of any emails sent to the mailing list's address.
- Deleting an email received through a mailing list will delete the email only for the user who deletes the email.
Differences between a resource mailbox and a mailing list
| Resource mailbox | Mailing list | |
|---|---|---|
|
Sending messages from the organizational address (sender: From: organizational-address)* |
Yes |
a feature to be ordered separately |
|
Sending messages on behalf of the organizational address (sender: From: user on behalf of the organizational-address)** |
a feature to be ordered separately |
No |
|
Possibility to easily save the sent messages in the same folder |
Yes | No |
| Receiving the messages sent to the organizational address to your personal mailbox | No | Yes |
|
Includes a calendar |
Yes | No |
* for example: "From: IT ServiceDesk"
** for example: "From: Firstname Lastname on behalf of IT ServiceDesk"
Related instructions
Ordering a mailing list
Instruction how to order a mailing list
Ordering a resource mailbox
Instructions how to order a resource mailbox
How to open a resource mailbox
After ordering a resource mailbox, you will be created one briefly.
Changing the sender’s address (Outlook and Webmail)
If you have been granted access rights to a resource mailbox or the sending rights to another user’s mailbox, you can send messages in the name of these addresses.
IT Services
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