Outlook Business Basic Email

[J Arnold]

Morning,

Looking at purchasing the above for my emails.

I need to create various email addresses all going to their own seperate email accounts, ie orders@ accounts@

Do I need to buy a seperate licence for each address or will Outlook Business Basic let me create these in one account?

From what I understand I can create the email address but they will all go into one email box which isn't what I require.

 

[Socio South West]

I have used Outlook from one subscription for multiple email addresses - each address can have its own folders/mailbox.

However, the contacts were so clunky and awkward that I have abandoned Outlook in favour of Thunderbird which is considerably more straightforward and in tune with my mental algorithms than Outlook ever has been,

 

[fisicx]

Agree with using Thunderbird. So much easier.

 

[Clinton]

I've no idea why ANYONE uses Outlook when Thunderbird exists (as do add-ons and extensions that give Thunderbird further functionality)!

 

[Scalloway]

Maybe I'm stuck in my ways but I much prefer Outlook for getting things the way I want. I do use Thunderbird for one particular email address. Maybe there are add ons I should try.

To the OP have you got your domain set up for creating the email addresses initially?

 

[J Arnold]

Thanks, not heard of Thunderbird so will check it out.

 

[J Arnold]

Maybe I'm stuck in my ways but I much prefer Outlook for getting things the way I want. I do use Thunderbird for one particular email address. Maybe there are add ons I should try.

To the OP have you got your domain set up for creating the email addresses initially?

Domain, not yet. It is available, I'm just getting everything planned out.

 

[DontAsk]

I have up on thunderturd some years ago due to numerous issues which I forget now. It's eM Client for me. Really handles multiple addresses across multiple servers and local folders (I am averse to leaving everything in the cloud).

 

[KM-Tiger]

I do use Thunderbird for one particular email address. Maybe there are add ons I should try.

One I could not live without is Copy Sent to Current. It means your replies to incoming emails are kept together in one folder, and with a threaded view you can see whole conversations at a glance.

 

[Vervitech]

Once you buy the domain, link it to Microsoft 365 Business Basic and for the separate email accounts you don't have to pay extra, just create shared mailboxes.

 

[Nico Albrecht]

I've no idea why ANYONE uses Outlook when Thunderbird exists (as do add-ons and extensions that give Thunderbird further functionality)!

Outlook holds 45% of the market share because they're really good at one thing: not being completely terrible. With Outlook, you know exactly what you're getting—and that's oddly comforting.

It ultimately comes down to your preferences and what you need to get the job done, but Thunderbird has significant drawbacks. While it functions adequately as a basic email client, it falls short when it comes to modern features.

• Thunderbird Limitations:
  • Lacks auto-startup while minimized.
  • Emails don’t load in the background; the client must be opened manually.
  • Dark mode is poorly implemented (email backgrounds remain white, causing eye strain).
  • No cached exchange mode, resulting in slow performance.
  • Outdated user interface with a browser-like appearance.
  • No iOS app, and the Android version is unstable.

• Microsoft Outlook Advantages:
  • Offers advanced features like calendars, contacts, task management, and email grouping for better organization in a business environment
  • Integrates seamlessly with SharePoint and Microsoft Teams, enabling file storage and in-app meetings—important for collaboration with contractors and business that need an easy way of file sharing with tracking and logging.
  • Supports cloud services for saving email attachments.

 

[fisicx]

I use Thunderbird for email. I don’t need any of the features Outlook offers.

On my phone I just use the iOS mail app.

All very simple.

 

[Clinton]

@Nico Albrecht , I have calendars, contacts, what not on Thunderbird so I don't know what you're on about.

Also, I don't buy into all that cloud nonsense. I prefer to have everything in my control and backed up to my source of encrypted local backup 100% in my control

I'm not reliant on a third party service that has already been compromised many times in the past or one that can hold me to ransom at some point in the future or one that can use my files, emails, everything to train their AI engine or one that can exploit whatever other privacy violation I missed in their latest monthly 40 page T&Cs update.

Assh*les, but hey, you're free to use them if you wish.

 

[matlob]

Can thunderbird be used on a desktop and also installed on a laptop and synced between the two easily, or used as a web app?

 

[Scalloway]

I sync my email between Thunderbird on my desktop and the email app on my phone.

 

[Nico Albrecht]

@Nico Albrecht , I have calendars, contacts, what not on Thunderbird so I don't know what you're on about.

@Clinton

The integration and management of calendars and contacts in Thunderbird feels like an afterthought—poorly implemented and lacking refinement. This has been a longstanding issue that has remained unaddressed for over a decade. If it works for you great but the forums are full with TB issues on contacts and calendar integration best practise.

Also, I don't buy into all that cloud nonsense. I prefer to have everything in my control and backed up to my source of encrypted local backup 100% in my control

It's good to see efforts to minimize data harvesting, but the reality is that hardware and software at nearly every level have been compromised for decades. There's ample evidence showing that components like CPUs, baseband chips, and complex firmware have long been riddled with backdoors. Thunderbird uses AWS infrastructure, including for email auto-configuration. As for AWS, the only thing worth saying is that there's plenty of evidence tying them to CIA control.

I'm not reliant on a third party service that has already been compromised many times in the past or one that can hold me to ransom at some point in the future or one that can use my files, emails, everything to train their AI engine or one that can exploit whatever other privacy violation I missed in their latest monthly 40 page T&Cs update.

It’s all well and good to aim for privacy, but it’s naive to think you have any real control when so much relies on third parties managing essential tech just to use a computer or phone today.


While I appreciate the effort to protect privacy at the surface level, the reality is that the underlying software and hardware have been compromised for over two decades. The worst choice is using a mobile phone—both iOS and Android relentlessly mine data from your device, leveraging its hardware with absolutely no control in your hands.

Assh*les, but hey, you're free to use them if you wish.

Use whatever you prefer—I’m not expecting you to agree. For me, the only good thing about Thunderbird is that it’s free for commercial use. However, believing you have control over digital data on your mobile or PC is delusional. Even with an open-source OS, the underlying hardware and firmware have long been compromised. Attackers bypass OS-level security by targeting the tech beneath it, like baseband chips in modern phones. With Qualcomm holding 60% market share and Huawei dominating mobile 4G/5G hardware, every bit of data flows through them. Why worry about app-level control when the real power lies deeper?

 

[Nico Albrecht]

For the OP's question:

Shared mailboxes in Microsoft 365 are your best option, but there are some challenges to be aware of:

• No web access for shared mailboxes.
• Not compatible with the new Microsoft Mail app.
• Thunderbird setup is complicated and awkward for shared mailboxes, though guides are available. Good luck

Works out of the box if you use the outlook mail app for Windows, Apple MacOS or Apple Mail.

Mobile support for shared mailboxes:

• iOS: Apple Mail handles it effortlessly—just add Exchange with your email and password. However, the Outlook app for iOS doesn't support shared mailboxes.
• Android: Gmail app works easily for shared mailboxes. Outlook app requires a license and doesn’t support them otherwise.

With 365 Business Basic, you're limited by total storage, not email accounts. If you're okay with the workarounds, it’s a great deal at under £5/month for an enterprise-level system that includes distribution groups, OneDrive, and SharePoint.

 

[fisicx]

Did I miss something? Can’t see anything about needing shared mailboxes.

 

[Nico Albrecht]

Did I miss something? Can’t see anything about needing shared mailboxes

The solution to the poster's question is using shared mailboxes. By purchasing the Microsoft 365 Business Basic plan for £5/month, he gains access to Exchange, SharePoint, OneDrive, and 1TB of storage. However, instead of buying additional licenses for separate email inboxes, he can utilize shared mailboxes.

With this approach, a single license provides the necessary entitlements, while shared mailboxes allow the creation of unlimited email addresses, each functioning independently. The storage for these mailboxes is dynamically allocated from the 1TB included in the main license.

This method follows Microsoft's documented guidelines and is a cost-effective solution, avoiding the need to pay for an additional license for each new user.

 

[fisicx]

Or you just pay nothing and set up multiple email accounts on the server and access them using an email client.

No licenses required.

 

[Nico Albrecht]

multiple email accounts on the server

I don't understand that? Where is the server coming from can you explain to me I am confused now.

 

[fisicx]

The opening posts said they wanted multiple email accounts for their domain.

You set these up in cPanel or whatever and use an email client to access those accounts. It’s about as simple as it gets.

 

[Ozzy]

Do I need to buy a seperate licence for each address or will Outlook Business Basic let me create these in one account?

Focusing on the 'Outlook Business Basic' this implies they are using Office365 for their email, and that being the case you can create infinite 'shared mailboxes' for all your sales@ and so on which will operate as a separate email account on their own in your Office365 account.
To access it each person who needs to access will need their own account, you cannot have the shared mailbox added to a mail client on its own.

 

[fisicx]

But….

It’s not clear if @J Arnold needs shared mailboxes or just multiple email accounts.

 

[Ozzy]

But….

It’s not clear if @J Arnold needs shared mailboxes or just multiple email accounts.

It seemed pretty clear to me with;

I need to create various email addresses all going to their own seperate email accounts, ie orders@ accounts@

Do I need to buy a seperate licence for each address or will Outlook Business Basic let me create these in one account?

As a user of the same Business Basic service myself I can see what and why he's asking.

 

[Nico Albrecht]

you cannot have the shared mailbox added to a mail client on its own.

@Ozzy

This is entirely possible—Maybe we mean different things.

I’ve set it up for several businesses. For example, with a £40/year Exchange plan, you can have 20+ email accounts sharing 1TB of storage, dynamically assigned and isolated for each account. One licensed email account is required, and the rest are shared mailboxes, each with a dedicated password and full isolation.
These shared mailboxes can be added easily to:

• Outlook app ( not windows mail now outlook called too ) on PC and macOS
• Gmail app on Android
• Apple Mail on iOS

However, they won’t work with Outlook on the web (outlook.office.com) or the Outlook mobile app for iOS or Android. Thunderbird support for shared mailboxes is tricky but doable.

MS stopped web access and also via mobile access on their app 2 years ago.

If a business hits the 1TB storage limit, adding a second license doubles the storage, significantly reducing costs per actual storage needs and not per user base.

This is a very cost effective way but you will lack permissions for groups and SharePoint and only main account would be logged and I think this shared mailboxes being isolates gives 365 / Exchange the edge over google workspace at the moment.

 

[Nico Albrecht]

accounts for their domain.

You set these up in cPanel or whatever

@fisicx

This suggests they have web hosting that includes email solutions or offers email hosting as an add-on. Simply registering a domain doesn’t provide access to an email server—you’ll need a third-party solution or, if you’re adventurous and have a static IP, an on-premises email server.

Currently, the domain appears to be pointing to Microsoft 365/Exchange for email functionality. At £49/year, you get Microsoft managing everything, including unlimited email addresses as shared mailboxes and 1TB of email storage + onedrive and sharepoint —an incredible bargain. Few products offer such value at this price point.

Even better, Microsoft 365 is highly scalable. A single license provides access to enterprise-level features, and the system can easily grow with the business as needs evolve adding more users and is very cost effective. Show me any other email provider that gives you 1TB storage and unlimited email address for under £38 / year running costs. Any self hosted server or home nas running some email software would cost more in juice to run and cost of hardware + backups etc...

 

[Ozzy]

This is entirely possible—Maybe we mean different things.

We are talking about different things. What I was referring to is that a shared mailbox (under MS's definition) does not have it's own username and password to be logged in and used independently from a primary user account. The shared account needs to be 'shared' with users who can add it as a secondary mailbox to access and send from.

You can access the shared mailboxes using Outlook online, I just tested it using Chrome web browser to access the shared mailbox I used for UKBF.

 

[fisicx]

@fisicx

This suggests they have web hosting that includes email solutions or offers email hosting as an add-on.

Once again, we don't know. They did say they haven't registered the domain name yet but one assumes there will be a website which means hosting.

@fisicx

At £49/year, you get Microsoft managing everything, including unlimited email addresses as shared mailboxes and 1TB of email storage + onedrive and sharepoint —an incredible bargain. Few products offer such value at this price point.

Suppose I don't have a registered domain. Can I still create an email address called [email protected]. Can I create any email address I want. EG: [email protected]?

 

[Nico Albrecht]

You can access the shared mailboxes using Outlook online, I just tested it using Chrome web browser to access the shared mailbox I used for UKBF.

You’re likely on an older tenancy agreement if you can still access a shared mailbox via outlook.office.com, as this feature is being phased out across all tenancies slowly over the last 2 years.

Newer setups now return a 500 error. It’s not a major issue, though, as access through mail apps remains fully functional.

 

[Ozzy]

Newer setups now return a 500 error. It’s not a major issue, though, as access through mail apps remains fully functional.

Just to be sure we're on the same page; are you implying that by clicking on my profile in the top right of the page and then selecting "Open another mailbox" is being phased out?

Operationally this would be inconvenient, as I don't want to have apps installed on my workstation and neither do some of my team. We like working through a web browser 'in the cloud', and returning to having stuff running on a server or on a device would be quite the backwards step.

 

[Ozzy]

Suppose I don't have a registered domain. Can I still create an email address called [email protected]. Can I create any email address I want. EG: [email protected]?

In your question the bit you're referring to in the 'mydomain.com' is known as the domain name, so without having registered a domain you won't be able to have 'sales[at]mydomain.com' until you register that domain. So although you can create the email address, it won't work until you have the domain name in place.
Office365 does enable this for people who don't have their own domain name, you just add it as an option during the setup/purchase process.

I'm assuming your last part, 'me[at]microsoft.com', was used as an example of an email structure but just in case you was asking if you can have an @microsoft.com email address without working for Microsoft who own that domain name - no you cannot @fisicx
As a temporary solution while your account is in the process of being activated Office365 does give you a temporary 'onmicrosoft.com' email address but I would suggest avoiding using that and opt to use your own domain name instead.

Hope this helps

 

[fisicx]

That’s what I thought. Which brings me back to my original comment that you can usually create multiple email account as part of your hosting package. Which means you can use webmail or any email client to access and manage those accounts.

If you want to use a MS product to do this that’s fine. But there are plenty of alternatives.

 

[Nico Albrecht]

If you want to use a MS product to do this that’s fine. But there are plenty of alternatives.

But they cost much more and have less functionality and functions.

 

[HFE Signs]

First thing is get your domain, you don't want to be changing your email addresses at a later date

 

[J Arnold]

But….

It’s not clear if @J Arnold needs shared mailboxes or just multiple email accounts.

No shared mailboxes, just multiple email accounts

 

[fisicx]

No shared mailboxes, just multiple email accounts

Then it is as simple as I suggested.

When you register your domain and get the hosting package you will (normally) be able to create as many email accounts as you want.

You can then use any email client you want (such as thunderbird) to access and manage those accounts.

This is pretty much how email has worked since the start of the internet.

 

[Nico Albrecht]

No shared mailboxes, just multiple email accounts

Shared mailboxes can be configured as email accounts using just one licensed user! This allows you to have several email accounts without needing additional licenses. I recommend checking the Microsoft 365 documentation to learn how to set this up.

Shared mailboxes can function as email accounts, provided you’re okay with these access limitations:

• Desktop: Accessible via Outlook app (not Windows Mail) on Windows or Apple Mail on macOS.
• Mobile: Accessible via Gmail app on Android or Apple Mail on iOS.
• Web: No access through Outlook.office.com.
• No support via outlook app android or ios

 

[transcom]

Morning,

Looking at purchasing the above for my emails.

I need to create various email addresses all going to their own seperate email accounts, ie orders@ accounts@

Do I need to buy a seperate licence for each address or will Outlook Business Basic let me create these in one account?

From what I understand I can create the email address but they will all go into one email box which isn't what I require.

Best way is to get a service provision with a control panel, such as plesk, where you control unlimited seperate email accounts, all with their own individual options webmail and device (ie imap) access, incredibly simple.

 

[PatrickStephen]

When we were starting up, we also looked at Proton.