Mail users are similar to mail contacts. Both have external email addresses and both contain information about people outside your Exchange or Exchange Online organization that can be displayed in the shared address book and other address lists. However, unlike a mail contact, a mail user has logon credentials in your Exchange or Office 365 organization and can access resources. For more information, see Recipients.
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What do you need to know before you begin?
Tip
Having problems? Ask for help in the Exchange forums. Visit the forums at Exchange Online or Exchange Online Protection..
Create a mail userUse the EAC to create a mail user
Use Exchange Online PowerShell to create a mail user
This example creates a mail-enabled user account for Jeffrey Zeng with the following details:
This example creates a mail-enabled user account for Rene Valdes in Exchange Online.
How do you know this worked?
To verify that you've successfully created a mail user, do one of the following:
Change mail user properties
After you create a mail user, you can make changes and set additional properties by using the EAC or Exchange Online PowerShell.
You can also change properties for multiple user mailboxes at the same time. For more information, see Use the EAC to bulk edit mail users.
The estimated time to complete this task will vary based on the number of properties you want to view or change.
Use the EAC to change user mailbox properties
General
Use the General section to view or change basic information about the mail user.
Click More options to view or change these additional properties:
Contact Information
Use the Contact Information section to view or change the user's contact information. The information on this page is displayed in the address book. Click More options to display additional boxes.
Tip
You can use the State/Province box to create recipient conditions for dynamic distribution groups, email address policies, or address lists.
Organization
Use the Organization section to record detailed information about the user's role in the organization. This information is displayed in the address book. Also, you can create a virtual organization chart that's accessible from email clients such as Outlook.
Email Addresses![]()
Use the Email Addresses section to view or change the email addresses associated with the mail user. This includes the mail user's primary SMTP address, their external email address, and any associated proxy addresses. The primary SMTP address (also known as the default reply address) is displayed in bold text in the address list, with the uppercase SMTP value in the Type column. By default, after the mail user is created, the primary SMTP address and the external email address are the same.
Mail Flow Settings
Use the Mail Flow Settings section to view or change the following settings:
Member Of
Use the Member Of section to view a list of the distribution groups or security groups to which this user belongs. You can't change membership information on this page. Note that the user may match the criteria for one or more dynamic distribution groups in your organization. However, dynamic distribution groups aren't displayed on this page because their membership is calculated each time they're used.
MailTip
Use the MailTip section to add a MailTip to alert users of potential issues before they send a message to this recipient. A MailTip is text that's displayed in the InfoBar when this recipient is added to the To, Cc, or Bcc lines of a new email message.
Note
MailTips can include HTML tags, but scripts aren't allowed. The length of a custom MailTip can't exceed 175 displayed characters. HTML tags aren't counted in the limit.
Use Exchange Online PowerShell to change mail user properties
Properties for a mail user are stored in both Active Directory and Exchange. In general, use the Get-User and Set-User cmdlets to view and change organization and contact information properties. Use the Get-MailUser and Set-MailUser cmdlets to view or change mail-related properties, such email addresses, the MailTip, custom attributes, and whether the mail user is hidden from address lists.
Use the Get-MailUser and Set-MailUser cmdlets to view and change properties for mail users. For information, see the following topics:
Here are some examples of using Exchange Online PowerShell to change mail user properties.
This example sets the external email address for Pilar Pinilla.
This example hides all mail users from the organization's address book.
This example sets the Company property for all mail users to Contoso.
This example sets the CustomAttribute1 property to a value of ContosoEmployee for all mail users that have a value of Contoso in the Company property.
How do you know this worked?
To verify that you've successfully changed properties for mail users, do the following:
Bulk edit mail users
You can also use the EAC to change selected properties for multiple mail users. When you select two or more mail users from the contacts list in the EAC, the properties that can be bulk edited are displayed in the Details pane. When you change one of these properties, the change is applied to all selected recipients.
When you bulk edit mail users, you can change the following property areas:
Use the EAC to bulk edit mail users
How do you know this worked?
To verify that you've successfully bulk edited mail users, do one of the following:
Use directory synchronization to manage mail users in Exchange Online
This section provides information about managing email users by using directory synchronization in Exchange Online. Directory synchronization is available for hybrid customers with on-premises and cloud-hosted mailboxes, and for fully hosted Exchange Online customers whose Active Directory is on-premises.
Notes:
Before you begin
Get the necessary permissions and prepare for directory synchronization, as described in Prepare for directory synchronization.
To synchronize user directories
A fresh install of Windows 10 offers a number of software solutions, including one for email and calendar. Windows Mail is one-half of an email account and calendar offering — the other being Calendar — and is a lightweight app designed to handle multiple accounts and fairly moderate email use.
But is it worth switching to Outlook, and who is suite designed for?
To those who have already used a version of Outlook in the past, the Windows Mail app will come across as a lightweight variant with some features omitted from the experience. The main difference between Outlook and the Mail app is the target audience. The bundled app with Windows is meant to cater to consumers and those who check their emails on a daily basis. Outlook on-the-other-hand is for business and professionals who rely on email.
But just because the Windows Mail app is more basic than Outlook, it doesn't necessarily mean that it's a worse experience. The app itself is a solid client for email, and the accompanying calendar app will handle events, subscriptions to cloud-based calendars just fine. A neat feature of the Mail and Calendar apps is the design language, which fits in comfortably with Windows 10.
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Various accounts can be added to Windows Mail, including Outlook.com, Exchange (Office 365), Gmail, Yahoo! Mail, iCloud, as well as usual POP and IMAP accounts. Using Microsoft's hosted email services like Outlook.com will ensure everything is configured and synchronized without much effort. Simply enter your account credentials, and the app will handle everything else. Other service providers may require additional steps.
Thanks to its free, basic feature set, the Windows Mail app has been designed and developed to take full advantage of touch support on tablets and laptops. It's possible to utilize the on-screen keyboard and use the app to filter through messages and reply to contacts.
One issue I continue to experience, as well as other Mail app users, is the problem with mail synchronization. Attempting to synchronize all accounts can result in errors, which is not only irritating but requires troubleshooting. Contact integration from connected profiles isn't perfect either, but again this is a more streamlined app and it's possible to hit up contacts when creating (or replying to) emails.
I also dislike the fact you need to switch between apps for mail and calendar appointments. But it is free, so there's that huge plus, and not everyone shares my view.
Pros:
Cons:
Professional Outlook
Outlook is Microsoft's premium email client and is regarded as one of the best in the business. There's a good reason for this as the suite has been around for many years as part of Microsoft Office. The company has had time to invest in developing improvements to take the experience to the next level and increase productivity. While the Windows Mail app may just do the job for daily or weekly email checking, Outlook is for those who rely on email.
As well as the powerful email client, Microsoft has packed in calendar, contacts and task support. Simply switch between tabs and everything is loaded up. Office integration is also present, as one would expect from a more connected suite of productivity tools. Then there's the Ribbon system that hides away the countless buttons and features that do pretty much everything one would require.
Take a look at some of the feature discrepancies to see if there's anything you require that cannot be done in the Windows Mail app:
More information and comparison between the two apps can be found on Microsoft's website.
There are downsides to Microsoft's more advanced email program. The first being the plethora of features that may never be used. Do you really need to categorize messages? That and the new Ribbon UI system that Microsoft has implemented into the new Office suite isn't to everyone's liking. It can also feel rather bloated when tasked to handle thousands upon thousands of emails from multiple accounts, but that's a case of not effectively managing clutter.
And don't get me started on some of the account setup issues. I've experienced the following a few times before it starts magically working for some reason. Outlook just can't seem to connect and log in when initially setting up some accounts that require manual labor, asking you to re-enter credentials a few times before finally accepting defeat and connecting everything up.
That said, it makes sense for Microsoft to offer more features in the Outlook suite to entice businesses and consumers to upgrade and pay the Office subscription, but if you don't need many of the more advanced features the Mail app will do just fine.
Pros:
Cons:
What say you?
Do you prefer the simplicity of Windows Mail (and Calendar) or are you a fan of the more feature-rich Outlook suite? Sound off in the comments!
Updated on July 24, 2018: We updated this guide to take into account the latest releases of Outlook and Windows Mail and to make sure all information is up to date.
This post may contain affiliate links. See our disclosure policy for more details.
IMAP and POP are the protocols or technologies using which you can download messages from mail servers on your computer and access them with the help of mail clients such as Microsoft Outlook, Mozilla Thunderbird etc. The main advantage of this technology is that you can access your emails via a feature-rich browser-independent mail client. In case of POP, you get offline access to old mails too.
Difference between IMAP and POP
IMAP and POP are two different protocols. There are many differences between these two. The main difference is that IMAP(Internet Messaged Access Protocol) always syncs with mail server so that any changes you make in your mail client (Microsoft Outlook, Thunderbird) will instantly appear on your webmail inbox.
On the other hand, in POP(Post Office Protocol), your mail client account and mail server are not synced. It means whatever changes you make to your email account in the mail client will not be transferred to the webmail inbox.
In simple terms, if you are using IMAP and mark a mail as read, it gets marked as read in your web based inbox too (because the changes are happening on the server). However, this won’t be the case if you are using POP, because the mails are downloaded to your PC and the changes won’t reflect on the server.
How to activate these protocols
Different mail services have different settings for dealing with protocols. In Gmail you can find options to activate both the protocols: POP and IMAP (Go to settings -> Forwarding and POP/IMAP). In Hotmail, only POP is present and it doesn’t support IMAP.
Here is a screenshot of Gmail POP/IMAP settings.
IMAP
The biggest advantage of using IMAP is you can access your mail from multiple mail clients and each client detects the change in real-time. Suppose mail server is connected with two different mail clients (let’s say Client 1 and Client 2) on different computers. If the user deletes a message in mail client 1, the change will appear on mail server immediately and also on mail client 2. In IMAP all messages from mail clients and servers are synced with each other.
POP
You can download emails from mail server to your PC using POP. After downloading, the original mail is removed from the server and hence you can’t access it from another computer (Note: In Gmail there is an option to keep the copy of mail in inbox. Thunderbird also provides an option to leave messages on server until you delete them). But there are lots of other options missing (for ex. if you send a message from mail client then you won’t find that message under sent items in your mailbox).
Which is better? POP or IMAP?
Given a choice, I’d go with IMAP. That’s because IMAP offers two way connection. Changes are synchronized to the server and you don’t have to worry about taking your mail client with you everywhere. However, if you are someone who hardly checks mail on any other computer then you could make use of POP too.
So what do you use? POP or IMAP?
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