Understanding Exchange Online Mailboxes and How to Create One (Step-by-Step using GUI).How_to_Create_an_Exchange_Online_User_Mailbox_1765764163
As part of my Microsoft 365 and cloud journey, I recently learned about Exchange Online — Microsoft’s cloud-based email and calendaring service. It’s one of those foundational skills every IT professional should master.
This post breaks down what an Exchange Online mailbox is and how to create one from scratch, in a way that’s simple enough for beginners to follow.
WHAT IS ExCHANGE ONLINE?
Exchange Online is Microsoft’s cloud-hosted email system, part of Microsoft 365. It allows users to send emails, schedule meetings, share calendars, and sync everything seamlessly across Outlook, Teams, and mobile devices, all without managing on-premises servers.
Exchange Online is the heart of business communication in the Microsoft Cloud.
WHAT IS AN EXCHANGE ONLINE MAILBOX?
An Exchange Online mailbox stores a user’s emails, calendar events, contacts, and tasks in the cloud. Each user’s mailbox is linked to their Microsoft 365 account (managed in Microsoft Entra ID, formerly Azure AD).
When you create a user and assign them a Microsoft 365 license that includes Exchange Online, a mailbox is automatically created for them.
TYPES OF MAILBOXES IN EXCHANGE ONLINE:
Before creating one, it’s useful to know the main mailbox types:
1. User Mailbox – For individual employees (e.g., osazee.ayanru1@sazytech.site).
2. Shared Mailbox – For teams or departments (e.g., support@company.com).
3. Resource Mailbox – For booking meeting rooms or equipment (e.g., meetingroom1@company.com).
4. Group Mailbox – Created with Microsoft 365 Groups for collaboration and shared conversations.
5. Archive Mailbox – An additional storage mailbox for archiving older emails.
Why Exchange Online Matters
• No physical servers required — everything runs securely in Microsoft’s data centres.
• Access anywhere — through Outlook desktop, Outlook Web App, or mobile devices.
• Integration with Microsoft 365 apps — Teams, SharePoint, and OneDrive.
• Automatic backups & security — built-in anti-malware and anti-spam protection.
• Scalability — instantly add or remove users as your organization grows.
Prerequisites Before Creating a Mailbox
Before you create a mailbox, make sure you have:
• A Microsoft 365 Business or Enterprise subscription that includes Exchange Online (e.g., Business Standard, E3, or E5).
• Admin access — Global Admin or Exchange Admin permissions.
• A domain name set up and verified in Microsoft 365 (e.g., SAZYTECH.SITE).
• The user’s details (name, username, and license availability).
If you’re just getting started, remember: every expert was once a beginner. Stay consistent, keep learning, and don’t be afraid to take that first step.