Microsoft Exchange Server 2016 : Collaboration

 

In this tutorial we are going to have an overview of the distinguished collaboration methods present over Exchange: groups, site mailboxes, public folders, and shared mailboxes

 
Exchange Server 2016 offers the following rich functional features which can help your end users collaborate in email:
 

  • Site mailboxes
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  • Public folders
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  • Shared mailboxes
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  • Distribution groups

 

  • Each respective features has a different user experience and functional feature set and must be used based on what the user requires to accomplish and what your enterprise can provide. For instance, site mailboxes provide detail documentation collaboration functional features.
  • However, site mailboxes rely on SharePoint Server, hence if you aren’t planning on deploying SharePoint, you must use public folders to share documents.

 
This tutorial compares these collaboration features and other properties to help you take decision on which features to offer your users.
 

Site mailboxes

 

  • A site mailbox is functionally consists of a SharePoint 2013 or later site membership (members and owners), shared storage via an Exchange 2016 mailbox for email messages, and a SharePoint site to share and store. Most importantly, site mailboxes come with Exchange email and SharePoint documents together.
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  • In terms of users, a site mailbox serves as a central filing cabinet for the project, offering a place to file project email and documents which can be accessed and amended only by site members. Moreover, site mailboxes have a mentioned lifecycle and are optimized to be utilized for projects that have set begin and end dates. To completely deploy site mailboxes, end users must use Outlook 2013 or later.

 

Public folders

 

  • Public folders are specially designed for shared access and offer an easy and effective way to collect, share, and organize information with other people in your workgroup or enterprise.
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  • Public folders designed and organize content in a deep hierarchy which is easy to browse. Users discover interesting and relevant content via browsing through branches of the hierarchy which are relevant to them. Users mostly see the full hierarchy in their Outlook folder view.
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  • Public folders are a good technology for distribution group archiving. A public folder might be mail-enabled and appended as a member of the distribution group. Email transmitted to the distribution group is automatically appended to the public folder for later reference.
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  • Public folders also offer simple document sharing and don’t need SharePoint Server to be setup and installed in your organization. Lastly, end users might use public folders with Outlook 2007 or later.

 

Shared mailboxes

 

  • A shared mailbox is a mailbox which several designated users can access to read and send email messages and to share a common calendar. Shared mailboxes can offer a generic email address (like [email protected] or [email protected]) which customers can use to inquire regarding your company.
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  • In case the shared mailbox has the Send As permission allotted when a delegated user responds to the email message, it might appear as though the mailbox (for instance, [email protected]) is responding, not the actual user.

 

Groups

 

  • Groups (also known as distribution groups) are a collection of two or more recipients which appears in the shared address book. Whenever an email message is transmitted to a group, it’s received by all members of the group.
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  • Distribution groups might be organized by a particular discussion subject (like “Dog Lovers”) or by users who share a common work structure which requires them to communicate frequently.

 

Which collaboration features to use?

The following table given below gives a quick glance at each of the collaboration features to help you decide which one is supposed to be used.

 

Site mailboxes

Public folders

Shared mailboxes

Groups

Kind of group

Users work together as a team on a particular project with definitive begin and end dates.

With the appropriate permissions, each one present in your organization can access and search public folders. Such Public folders are ideal for maintaining history or distribution group conversations.

Delegates working on behalf of a virtual identity, and they might respond to email as that shared mailbox identity. For Example: [email protected]

Users who require sending email to a group of recipients with a usual interest or property.

Ideal group size

Small

Large

Small

Large

Access

Site mailbox owners and members.

Accessible by anyone in your enterprise.

Users might be granted Full Access and/or Send As permissions. In case granted Full Access permissions, users should also add the shared mailbox to their Outlook profile to access the shared mailbox.

For distribution groups, members should be manually added. For dynamic distribution groups, members are added depending on filtering criteria.

Shared calendar?

No

Yes

Yes

No

Email arrives in user’s personal Inbox?

No. Email appears in the site mailbox.

No. Email comes in the public folder.

No. Email enters in the Inbox of the shared mailbox.

Yes. Email arrives in the Inbox of a distribution group member.

Supported clients

•Outlook 2013 or later
•SharePoint 2013

•Outlook 2007 or later

•Outlook 2007 or later
•Outlook Web App

•Outlook 2007 or later
•Outlook Web App

 

Kristin is a content strategist at Techarex Networks. Kristin follows the B2B technology space closely and loves to write on the latest changes in technology, futuretech and fixes for day to day how to issues. Besides writing Kristin also loves music, moves and skating.

Techarex Networks provides the complete range of Hosted Exchange solutions and services, giving access to reliable, secure, messaging and collaborative enterprise-grade solutions having 99.999% uptime with unmatched SLA. Provide enterprise-level sync with Outlook Web App and mobile devices. Anywhere, anytime access using Instant Message and video calling integration.