Licensing Exchange on line

Question

Licensing Exchange on line

Alessandro Mirco 21

I have a customer who has signed up for about 50 standard M365 Business licenses within which therefore

Online Exchange is included.

We therefore wanted to migrate the current service from on Prem to cloud, but with a view to calculating costs for the customer

he asked me for all those non-personal company email addresses if it was necessary to purchase additional ones

licenses.

I knew that it was possible to configure shared email addresses (e.g. ******@nxxxx.ix) without associating

no license but simply setting which user mailboxes are enabled for access.

Can you confirm that this is actually the case?

Are there any limitations in using these shared mailboxes without a license?

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Answer 1

Vasil Michev 119.7K MVP Volunteer Moderator

Sure, you can configure shared mailboxes (and other types of mailboxes that do not require a license, such as room/equipment ones). The set of limitations are covered here: https://learn.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits

The most important limitation when it comes to such mailboxes is that you cannot login to them directly. Instead, access is provided by means of granting Full access (or folder level) permissions, and then adding the shared mailbox in your Outlook client. There are also some limitations in terms of size, and feature availability, as reflected in the article above.

Yuki Sun-MSFT 41,376 Reputation points Moderator

2023-10-17T02:26:28.9366667+00:00

Hi @Alessandro Mirco ,

Can you confirm that this is actually the case?

Yes, this is the case. A shared mailbox can store up to 50GB of data without a license. You just need to make sure the user mailboxes that need to access the shared mailbox have an Exchange Online license.

As far as I know, using a shared mailbox without license when multiple users need access to the same mailbox, such as "a company information or support email address, reception desk, or other function that might be shared by multiple people" is actually a common practice.

Are there any limitations in using these shared mailboxes without a license?

Yes. Aside from the 50GB of data storage limitation as aforementioned, the other limitations are covered in the link shared by Vasil.

For more information about shared mailbox, you can also refer to the document below:

About shared mailboxes

By the way, if Vasil's reply was helpful, please don’t forget to click "Accept Answer" which might be beneficial to other community members reading this thread. And, if you have any further query, feel free to post back in comment.

Answer 2

Alessandro Mirco 21

thanks so much Vasil FYI

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Licensing Exchange on line

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