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Alias vs. Shared Mailbox vs. User: Choosing the Right Microsoft 365 Email Type

115 views· 8 likes· 12:16· Apr 10, 2026

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Not every email address in Microsoft 365 is the same! If you are creating a new "User" for every single email address you need, you are likely wasting money on unnecessary licenses. In this tutorial, we break down 9 different types of email addresses available in MS 365 and show you exactly when (and how) to use each one. *** Step-by-Step Course: Launch Your Business Email in 60 Minutes: The FAST-TRACK MICROSOFT 365 SETUP *** Click here to learn about this updated Mini-Course: https://carlos-site-18b1.thinkific.com/courses/MS365-Setup Need Help with Your Business Tech? Subscribe to IT With Carlos: https://itwithcarlos.com/ 🙌 SUPPORT THE CHANNEL - Hit the THANKS button in any video! 🔊 Audio - https://amzn.to/36OWOTY 🎥 Camera - https://amzn.to/3wGh0Cg 🛍 Support me with your Amazon purchases: https://amzn.to/3Ntk76S ✔ Subscribe to our YouTube channel: http://www.youtube.com/channel/UCE-l8lUlVQRVN_pz2zrErAA?sub_confirmation=1 🌍 Connect with us on: Twitter: https://twitter.com/AskItbe Facebook: https://www.facebook.com/itbusinessessentials 🎞 Visit our YouTube channel: https://www.youtube.com/channel/UCE-l8lUlVQRVN_pz2zrErAA *** Visit and like our Facebook page: https://www.facebook.com/itbusinessessentials *** Visit our website: http://itbusinessessentials.com/ Business Inquiries ONLY info@itbusinessessentials.com FTC Legal Disclaimer - Some links found in the description box of my videos may be affiliate links, meaning I will make a commission on sales you make through my link. This is at no extra cost to you to use my links/codes, it's just one more way to support me and my channel! #GSuite #GoogleWorkspace #Microsoft365 #Office365 #EmailService #ITBusinessEssentials #CollaborationTools

About This Video

Are you paying for Microsoft 365 licenses that you don’t actually need? In this video I break down a mistake I see all the time: admins creating a brand-new user mailbox every time the business needs a generic address like sales@ or info@. The reality is simple—Microsoft 365 gives you multiple ways to create email addresses, and not all of them are mailboxes. An email address is tied to an object in Exchange or Entra ID, and that object determines if it has a mailbox, if it can be accessed by multiple people, and if it needs a license. I walk you through nine different email types and when to use each one: user mailboxes for employees who need to log in, aliases for extra addresses that land in one person’s inbox, and shared mailboxes for team inboxes (usually without a license up to 50 GB). I also cover distribution lists for announcements, Microsoft 365 Groups for modern collaboration (email + calendar + SharePoint + Teams), resource mailboxes for rooms/equipment, mail-enabled security groups, external mail contacts, and even a catch-all rule for temporary migration scenarios. My goal is to help you design a clean, cost-effective email structure from day one—so your tenant stays organized and easy to manage.

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