Additional Email Address for Exchange

[cholo]

I am currently in the process of setting up my new office and want to assign 3 new email address (in addition to my own)

My email is currently hosted with Exchange. I have a relatively basic knowledge of email hosting, but not a great deal.

I thought when the email was set up that i saw somewhere where i could add an additional email adrress to our current one, relatively easily and for free.

Eg, for exampele i may have [e-mail]. but i also need [e-mail] and [e-mail].

Do i need to purchase an additional licence from microsoft for every additional email user, as this is what it is now telling me??

[Australiam]

I've just asked one of our pre-sales guys, and had the following response:

"Assuming you are using exchange within o365 you have a number of options,

a) create a new user which will require a 365 subscription (which subscription will depend on your requirement for these mailboxes)

b) set the new names as alias within your mailbox (free)

c) setup the new names as shared mailboxes and give yourself rights to access (free) This new mailbox will then auto appear within your outlook as a new mailbox giving you the option to send and reply as yourself or the shared mailbox user."


For me - it depends on whether you need to set up a new user, or a new mailbox. Our clients most frequently use mailboxes for email addresses such as 'sales@' or 'info@' If it is a proper user, then it usually requires a subscription.

Edited by Australiam on Friday 12th October 13:51

[cholo]

Many thanks for your help. Will look into the options.

[cholo]

I've looked into the alias and shared mailbox options, but it looks when when i actually send an email from threse addresses, it still shows as coming from my original address? Is that correct?

If so, it looks like the additional paid accounts are my only option?

[anonymous-user]

cholo said:

I've looked into the alias and shared mailbox options, but it looks when when i actually send an email from threse addresses, it still shows as coming from my original address? Is that correct?

If so, it looks like the additional paid accounts are my only option?

Are they actual people or do you just need addresses that you will use?

[cholo]

Actual people.

[anonymous-user]

cholo said:

Actual people.

In that case you will need the licences then.

Anything else would be a total bodge.

[cholo]

Ok, thanks. If its definitely needed that's fine.

[Sheepshanks]

cholo said:

I thought when the email was set up that i saw somewhere where i could add an additional email adrress to our current one, relatively easily and for free.

Apart from alias's, which would be an odd thing to list as a feature, I wonder what you saw that made you think you could add more addresses.

Perhaps talk to the hosting provider - maybe the deal came with a certain number of mailboxes?

[Australiam]

desolate said:

cholo said:

Actual people.

In that case you will need the licences then.

Anything else would be a total bodge.

In 99% of cases I agree.

The new licence does not need to be the same as you existing licences. If the new users only require email (and not office apps) then make sure you chose the correctly, so you are not over paying. Your IT partner / reseller will be able to advise.

[Mr Pointy]

cholo said:

I've looked into the alias and shared mailbox options, but it looks when when i actually send an email from threse addresses, it still shows as coming from my original address? Is that correct?

Could someone confirm if this is correct? I have a slightly different requirement which I was hoping a shared mailbox might cover.

At the moment I have a full O365 licence with Exchange email & all the Office apps which I use for all of my business dealings. It works fine, I have my own domain and email address of [e-mail].

For my personal email I use my ISPs free email POP account (they don't do IMAP) which I pull down using Outlook. I want to move my personal email onto my domain & thought I would have to buy another mailbox but could I instead create a shared mailbox called [e-mail] & have it appear to recipients as coming from 'personal' rather than 'business'? I don't want to use Gmail or Outlook.com for my personal stuff.

[Sheepshanks]

Mr Pointy said:

cholo said:

I've looked into the alias and shared mailbox options, but it looks when when i actually send an email from threse addresses, it still shows as coming from my original address? Is that correct?

Could someone confirm if this is correct?

You can have multiple from addresses. We have sales@.., support@ etc. which are just aliases that go to multiple staff. It's just that it's easy for them to forget to select the right one when sending so looks a bit confusing to recipients.

You can also have connected accounts.

[bitchstewie]

It used to be (and presumably still is) that with Exchange you can't choose the address you send from, it always uses the primary address on the mailbox.

[anonymous-user]

bhstewie said:

It used to be (and presumably still is) that with Exchange you can't choose the address you send from, it always uses the primary address on the mailbox.

I am pretty sure that's the case with office 365

I think you can get round it by setting up a different mailbox in outlook to send from but it's clunky

[bitchstewie]

desolate said:

I am pretty sure that's the case with office 365

I think you can get round it by setting up a different mailbox in outlook to send from but it's clunky

Yes that's my assumption too, clunky and 2x the licensing cost as you need a second mailbox.

I think it's just one of those things where for whatever reason Microsoft do it that way and you like it or lump it

I think you can set 365 to allow you to send from a distribution group and they're free so that might be an option?

https://support.office.com/en-us/article/allow-mem...

[anonymous-user]

bhstewie said:

Yes that's my assumption too, clunky and 2x the licensing cost as you need a second mailbox.

I think it's just one of those things where for whatever reason Microsoft do it that way and you like it or lump it

I think you can set 365 to allow you to send from a distribution group and they're free so that might be an option?

https://support.office.com/en-us/article/allow-mem...

I thought you could set up an alias and then use that alias to set up a second mailbox in outlook which will send using the alias.

It's a crap solution as you end up with duplicate mailboxes.

With my provider you can buy a reduced licence for something like a fiver a month.

Tbh I don't begrudge paying the full licence for office 365 as I think it's a superb solution and very fair value for money.

[bitchstewie]

desolate said:

I thought you could set up an alias and then use that alias to set up a second mailbox in outlook which will send using the alias.

It's a crap solution as you end up with duplicate mailboxes.

With my provider you can buy a reduced licence for something like a fiver a month.

Tbh I don't begrudge paying the full licence for office 365 as I think it's a superb solution and very fair value for money.

I don't think you can setup Outlook to choose the From address, I think it always uses the default on the mailbox, though I'm going off an older on-premises Exchange setup.

Be interested to find out myself as for a member of staff you're right, it's a bargain, but if you just want to be able to send an email from sales@ or whatever just setup a shared mailbox which I think are free (I wasn't thinking before ).

[Sheepshanks]

bhstewie said:

I don't think you can setup Outlook to choose the From address, I think it always uses the default on the mailbox, though I'm going off an older on-premises Exchange setup.

You definitely can - start a new email, click Options, and select From. The From button on the email changes to a dropdown box and you select the From address.

I set this up in O365 myself. I set a Group (distribution list) for things I mentioned before (sales@... support@... etc). I must have done something else to allow me to send as those names but can't remember off the top of my head - maybe just being in the list allows it to happen??

[aeg]

Shared mailboxes will work for the personal / business question above, and WILL allow you to send as either address on O365, there is an option on the Shared Mailbox to allow Send As and Send on Behalf Of, then give yourself permission. This does take a while (up to 24 hours to take effect). Once this has been done, you can then use the From field (which is hidden by default) to set the From address.

There is also a switch that you should turn on to copy sent items into the shared mailboxes sent folder as it won't do that by default.

[Australiam]

As per Sheepshanks and Aeg - you can send from a 'mailbox', it does not have to come from you.