Organizations that use Exchange quickly grow beyond the mindset of using the system simply to provide a mailbox for each employee and at some point will create mailboxes that aren’t tied to a specific person but rather to the organization, a business unit, or a function. I call such mailboxes resource accounts. For example, companies often create addresses with names like support@ and help@ so that customers can email their tech support–related questions and problems to these addresses. Some organizations also create mailboxes to distribute communications outward to many recipients. But a mailbox might not always be the best, most cost-effective choice. Organizations might need to consider they need yet another mailbox or use an alternative option. Let's explore how to use the different types of Exchange resources and points to consider when creating resource accounts.
Exchange Resources
When someone from the “business side” of an organization needs a resource on the Exchange server, that person typically requests a mailbox. For example, a manager wants to set up a leave calendar in which members of his staff can post the dates that they’ll be in and out of the office. By using the calendar, the manager will know when multiple team members are out at the same time and thus ensure that all tasks are covered. The manager decides to request a mailbox because he’s familiar with his own mailbox calendar's functionality. Although the calendar hosted in a mailbox might be what’s needed, another option that would work as well (and possibly better) is to use a calendar public folder. . . .
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