When deciding how to setup your company wide email addresses you have a few options to choose from:
In Microsoft Outlook, a public folder is a folder created to share information with others. The owner of a public folder can set privileges so that only a select group of users have access to the folder, or the folder can be made available to everyone on the network who uses the same mail client. Public folders in Outlook can contain contacts, calendar items, email messages, journal entries, or Outlook Forms.
The way a public folder works for email is the email messages all collect in one folder for whatever email addresses that you assign to it. For example, firstname.lastname@example.org and email@example.com can both be assigned to a public folder so all emails sent to those addresses will collect together in the public folder. Whoever has access to that public folder can see those messages. If someone wants to respond to a message they simply drag the email into their own inbox and click reply. The reply message will come from whichever email address is associated with the user who replied. For example, if Jane responds to a message sent to firstname.lastname@example.org then the email will show Jane’s email address, email@example.com.
The down side that comes along with a public folder is that in order to access it from a mobile device you need to download and use a third party app like the following options:
Public Folders App by Foretek $4.99. Click here
Code Two Public Folders by Code Two Free. Click here
There are many other choices out there, these are just a couple that we have found.
One public folder is included for each account. If your company needs additional public folders they cost $13 each.
Creating an Exchange Account for each company wide email address
This is just like creating an exchange account for an individual email address. The setup on your Outlook copy is the same and the setup on your mobile devices is the same. The setup in Outlook is going to File- Add Account, enter the email address and password and you will see it on the left hand side of your Outlook application. Each user will need to do this for each company wide email address. Same goes for each mobile device setup, add the exchange account and type in the email and password for each company wide email address.
Exchange Only Accounts cost $14.
Creating a Web Only or OWA Account
Microsoft provides Outlook Web App as part of Exchange Server to allow users to connect to their email accounts via a web browser, without requiring the installation of Microsoft Outlook. All Exchange Accounts include an OWA account just in case you want to access your email from an internet connection instead of through Outlook or a mobile device.
If you want a less expensive solution for your company wide email addresses, this is the way to go. All of your users can access the inbox for your company wide email address, but they have to login to the OWA gateway or by using the OWA app that you download on your mobile device. The cost for the OWA account is $5.
Also available for purchase are POP/SMTP accounts in case your company needs email addresses for printers, copiers, certain software programs etc. The cost is $15 for a pack of 10.
For a further explanation of the difference between POP/SMTP Accounts and Exchange Accounts please see article here
Aliases are nothing more than different ways to mail to a certain mailbox. Just like a single person can be reached on more than one phone number, a single mailbox can be reached via different email addresses.
The mail server simply forwards email messages addressed to an email alias on to another, specified email address. It can also be used to create a generic email address such as firstname.lastname@example.org and email@example.com. For example, if your company has a firstname.lastname@example.org email address that you always want to go to email@example.com and firstname.lastname@example.org then we can simply add email@example.com as an alias to each of these individuals’ exchange accounts. *Note that with this method Jane and Robert will not know if or when one of them answer the email, delete the email, etc. so this is best used when it is being forwarded to one individual’s email address.