4. How to Manage Mail Contacts, Mail Users, Shared, Room, and Equipment Mailboxes in Exchange Online (Video in Khmer)

Hello my friend! 📇 Not every email address in company is normal staff mailbox. Some is outside partner, some is meeting room, some is team inbox like support@. Today we learn all these special recipient in Exchange Online. This lesson have 5 video in Khmer.

What You Will Learn

✅ Create and manage Mail Contact
✅ Create and manage Mail User
✅ Create Room and Equipment Mailbox
✅ Create Shared Mailbox
✅ Convert User Mailbox to Shared Mailbox

Type of Recipient — What Is Different?

Type	What it is	Can sign in?	Have mailbox in your company?	Need license?
Mail Contact	Outside person, show in your address book	❌ No	❌ No	❌ No
Mail User	Person can sign in to your Microsoft 365, but email go to outside address	✅ Yes	❌ No	Only if use service
Room Mailbox	Meeting room people can book	❌ No	✅ Yes	❌ No
Equipment Mailbox	Thing people can book, like projector or car	❌ No	✅ Yes	❌ No
Shared Mailbox	One inbox many people use together, like `support@`	❌ No (use own account)	✅ Yes	❌ No (up to 50 GB)

16 - Create and Manage Mail Contact (4:17)

បង្កើតនិងគ្រប់គ្រង់ Mail Contact

Mail contact is outside person, like customer or partner, that you add in company address book. Staff can find their email easy in Outlook, no need remember. They don't have mailbox or account in your company.

17 - Create and Manage Mail User (3:15)

បង្កើតនិងគ្រប់គ្រង់ Mail User Account

Mail user is like mail contact, but can sign in to your Microsoft 365. Their email still go to outside address. Good for freelancer or contractor who need access your file or Teams, but keep using their own email.

18 - Create Room and Equipment Mailbox (6:06)

បង្កើតបន្ទប់ប្រជុំ និងរបស់របរ

Room mailbox is for meeting room. Equipment mailbox is for thing like projector, camera, or company car. When staff create meeting in Outlook, they add room or equipment like add people. If it free, it accept auto. If already booked, it decline — no more double booking! 🎯

19 - Create Shared Mailbox (12:02)

Shared mailbox is one inbox for team, like support@company.com or info@company.com. Many staff can read and reply from same inbox, and customer see email come from support@, not from personal name.

Staff no sign in to shared mailbox directly. Admin give them permission, then mailbox show in their own Outlook auto.

20 - Convert User Mailbox to Shared Mailbox (3:23)

របៀបបម្លែង user mailbox

Staff leave company, but their email still important? Convert their user mailbox to shared mailbox. Old email stay, other staff can read it, and you can remove the license for save money.

Tips

Use mail contact for partner and customer you email often. Whole company can find them in address book.
Shared mailbox is free up to 50 GB. Bigger than that, it need license.
Give shared mailbox permission to group, not one by one user. New staff join group → get access auto.
Choose right permission: Full Access for read mailbox, Send As for send email as support@.
Name room mailbox clear, like Room-1F-Meeting or Room-Training-20People. Staff know which room and how big.
Convert mailbox to shared before remove license. If remove license first, mailbox can be deleted after some time!
Keep sign-in blocked for shared, room, and equipment mailbox. Nobody should log in to them direct.

Conclusion

Now you know all special recipient in Exchange Online: mail contact, mail user, room mailbox, equipment mailbox, and shared mailbox. You also know how to convert user mailbox to shared mailbox when staff leave. With these, your company email become more organized and save license money too. Keep learning my friend! 💡