Types of Mailboxes In Exchange 2016 / 2013 / 2010 & How to Use Them

Ashwani Tiwari ~ Modified: August 25th, 2022 ~ Exchange Server ~ 5 Minutes Reading

Exchange Server is a popular server powered by Microsoft. Since its introduction in 1993, it has received a number of version updates. Including Exchange 2019, total 10 versions have been released. Depending on the version of Exchange Server, Administrator creates a mailbox for users assign the size and other policy settings. To help them with this task, this write-up will talk about different types of mailboxes in Exchange 2010, 2013 and 2016 Environment.

Type of Exchange Mailboxes

Types of Mailboxes in Exchange 2013 Environment

User Mailbox: User mailboxes are the mailboxes that get assigned to every individual Exchange user, therefore, it is the most common type of mailbox. User mailbox provides facilities like exchanging messages, contacts management, meeting scheduling, and making a task list. Voice Mail delivery is also feasible with its help.

User & Linked Mailbox

Linked Mailbox: Linked mailbox is usually needed by the organizations that deploy Exchange Server in a separate but trusted resource forest. Since every mailbox should be associated with a user account, linked mailboxes are usually linked with a disabled user account located in the Exchange forest where that linked mailbox exists. The reason is that the user accounts that access those linked mailboxes do not exist in the resource forest.

Linked Mailbox

Office 365 Mailbox: In a hybrid Exchange deployment, Office 365 mailbox can be created. Office 365 mailboxes can be created as regular user mailboxes, resource mailboxes, and shared mailboxes. [Exchange 2013 only]

Shared Mailbox: Shared mailboxes are usually configured for multiple user access. Shared mailboxes are solely used for the purpose of access by multiple users. During the creation of a shared mailbox, all the users should be granted permission to access it. The AD user linked with a shared mailbox has to be a disabled account.

Legacy Mailbox: In organizations where two different Exchange versions co-exist, the legacy mailbox can be found. Any mailbox created in the older version of Exchange is called legacy mailbox in the new version.

Legacy Mailbox

Disconnected Mailbox: This is basically a mailbox that got detached from the AD account or became inaccessible due to the AD account deletion. This disconnected mailbox will remain in this state for 30 days, and then get deleted. Within this time period, it can be re-attached to any user account or Active Directory account. [Exchange 2010 only].

Disconnected Mailbox

Resource Mailbox: Resource mailboxes are special mailboxes designed to be used for scheduling resources. A resource mailbox has to be associated with a disabled Active Directory user account.

Resource mailboxes can be of Two types:

a) Room Mailbox: This kind of mailbox gets assigned to different meeting locations, for example, auditoriums, conference and training rooms.

b) Equipment Mailbox: These mailboxes are used for resources that are not location-specific like the portable system, microphones, projectors, or company cars.

Exchange Server Deleted Mailbox Data Retention Policy

As different types of mailboxes in Exchange 2010/2013/2016 and above version created and when a new user mailbox is created in Exchange Server, Administrator also needs to configure some other setting like data retention policy and mailbox quota.

Any deleted item, like email, contact, calendar event or task, is moved into Deleted Items folder. When any Exchange mailbox item gets permanently deleted by the user, it is stored in Deletions sub-folder within the Recoverable Items folder. This happens when the item is deleted from the Deleted Items folder or directly hard deleted by pressing Shift + Delete keys.

However, Recoverable Folder will not keep an item forever. The duration of an item being kept in this folder depends on the deleted item Retention policy set for that mailbox. By default, hard deleted items stay in Recoverable Folder for 14 days. But it can be changed up to a maximum 30 days by using Exchange Management Shell.

Retention Policy

Exchange Server Mailbox Quota

By default, the maximum size of Exchange user mailbox is 2 GB. This can be changed using the Exchange Management Console.

In Exchange 2010, go to EMC and follow the steps:

  • Click on Recipient Configuration.
  • Mailbox. Then right click on the chosen mailbox and click on Properties. Select Mailbox Settings Tab>> Storage Quotas.
  • A dialog box will appear and there, the mailbox size quota can be changed.

In Exchange Server 2013 Environment, Follow Steps: 

  • Navigate to Exchange Admin Center>> Click on Recipients. Select the mailbox that needs quota change and clicks on Edit.
  • Select mailbox usage option from the left and select “Customize the quota settings for this mailbox” radio button.

Change User mailbox Size

To know about Mailbox Size or Quota: Exchange Mailbox File Size

Recovering Corrupt and Deleted Data from Exchange Server

If corruption issues arise in mailboxes stored in Exchange Database then either use Inbuilt Utility of Exchange know as Eseutil or use Automated solution i.e. SysTools Exchange Recovery Software that easily repair EDB File and mailboxes without using any New-MailboxRepairRequest cmdlet The software used to repair different type of corruption issues occurs in Exchange files. Permanently deleted data can be also retrieved with this program.

Download purchase

This recovery manager for Exchange database software provides dual scanning mode which resolves  database corruption Exchange 2010/2013/2016 and recovers as well as repair Exchange mailbox & EDB file from corruption without any loss of data.

After recovery, the user can export recovered EDB mailboxes to Live Exchange Server, Office 365, and PST, EML, HTML, MBOX, HTML, PDF file formats in a simplified manner. Any users can use this automated utility as it provides graphical interface which makes their work easier.

Concluding Words

In the above section, we discussed different types of mailboxes in Exchange 2010/ 2013 and 2016 environment. According to the different working situation, we create mailboxes and assign to users. Different Mailboxes such as User Mailbox, Linked mailbox, shared mailbox, room, equipment mailbox, and Arbitration Mailbox used in Exchange 2010/ 2013 and 2016 environment. We also discuss Retention policy &  Mailbox Size Storage of mailboxes and use automated solution offered by SysTools to repair mailboxes due to corruption issues stored in Dismounted EDB File format.