Recipient types in Exchange Server 2019

Microsoft Exchange Server 2019 provides various recipient types that can be used by an organisation in different scenarios. Below is the list of recipients types in Exchange server 2019. We can use Exchange admin center (EAC) or Exchange management shell (EMS) to manage these exchange recipients.

  • Mailboxes

Assigned to an individual user in Exchange organisation. This is the common type of recipient in Exchange server that is assigned to any user who use Outlook, Outlook on the Web, or Outlook Mobile to send and receive email messages. An archive mailbox can also be associated with each user mailbox which provides additional storage used for storing older messages. An archive mailbox can be accessed via Outlook and Outlook on the Web.

We can also use th exchange management shell for creating new user mailboxes as below.

New-Mailbox -Name Abhijeet -UserPrincipalName Abhijeet@virtualmaestro.com -Password (ConvertTo-SecureString -String '$ecureStr!n9' -AsPlainText -Force) -Alias Abhijeet@virtualmaestro.com -FirstName Abhijeet -LastName Deshmukh -DisplayName “Abhijeet Deshmukh” -DomainController dc1.virtualmaestro.com
  • Shared mailboxes

Mailboxes that are accessed by multiple users as an additional mailbox in Outlook. Use cases for shared mailboxes can be team or project related mailboxes to centrally manage the messages. Another use case can be a dedicated shared mailbox for group of people such as sales or help desk with generic email address like marketing@company.com or sales@company.com.

in EAC,

Using Exchange management Shell:

New-Mailbox -Shared -Name "Sales Department" -DisplayName "Sales Department" -Alias Sales@ virtualmaestro.com | Set-Mailbox -GrantSendOnBehalfTo SalesTeam | Add-MailboxPermission -User SalesTeam -AccessRights FullAccess -InheritanceType All
  • Room mailboxes

It is a type of Resource mailbox. Used to book resources like meetings rooms or conference rooms in Outlook and optionally can be configured to automatically process the booking requests. Room mailbox generally represent immovable assets like conference rooms, meeting rooms, or buildings.

To create a new room mailbox with the name Everest and the display name “Room Everest”, you would run the following command:

New-Mailbox -Name Everest -DisplayName "Room Everest" -Room
  • Equipment mailboxes

It is also a type of Resource mailbox. Used to book equipment and optionally can be configured to automatically process the booking requests. Equipment mailbox can be created for any movable resources for example projectors.

To create a new equipment mailbox with the name “ProjectorSony” and display name “Sony Projector”, run the following command:

New-Mailbox -Name ProjectorSony -DisplayName "Sony Projector" -Equipment
  • Distribution groups (Distribution lists)

Used to distribute messages to a group of users or contacts for sending out one-to-many e-mail messages. Distribution groups cannot be used for access management.

  • Dynamic distribution groups (Dynamic distribution lists)

These groups do not have a predefined member list because they use recipient filters and conditions such as region, office, or departments that you define to dynamically determine membership at the time that messages are sent. Membership is based on a query against the Azure Active Directory or Active Directory Domain Services.

New-DynamicDistributionGroup -IncludedRecipients MailboxUsers -Name "Sales Department" -Department Sales
  • Security groups

Used when you need to apply permissions to resources such as a shared mailbox or Public Folder. But can also be used the same time as a distribution group, Also can be used out beyond Exchange Online, for example in SharePoint Online.

New-DistributionGroup -Name "Sales Department" -Alias Sales -Type security

Creating Distribution, Dynamic Distribution or Security groups in EAC

Image: Microsoft
  • Office 365 groups

These groups are available only in Office 365 and provide team collaboration such as document storage, a centralized calendar, working collaborative on project plans, and team email distribution in one space.

New-UnifiedGroup -DisplayName "IT Admins" -Alias ITAdmins
  • Site Mailboxes

Site mailboxes are available in Exchange Server but have been deprecated in Office 365. These types of mailboxes include both an Exchange Server mailbox and a Microsoft SharePoint site. This is an add-on to your SharePoint team site that allows team members to receive and respond to email using Outlook or SharePoint.

Image: Microsoft
  • Mail-enabled Public Folders

This is a folder in the public folder hierarchy that has an email address assigned which means it can receive email messages.

  • Mail users

Users who have a normal user account in the organisations directory service but have an email address that is external to organisation. All messages sent to the mail user are routed to this external email address.

  • Mail contacts

Contact information about people or organisations that are outside an Exchange organisation and also have an external email address.

  • Linked mailboxes

User mailboxes that are associated with specific users in a separate, trusted forest. When linked mailbox is created, a disabled user account is created internally and a user account from a trusted forest is given access to the mailbox.

  • Remote mailboxes

Mailboxes which are located in the Exchange Online in a hybrid Exchange Server deployment.

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