Exchange Server - group mailboxes - best practice
I am in the final stages of testing a migration of a primary schools Office suite from Navaho to Window Server 2008R2, Exchange 2010, Outlook 2007.
At the moment, there is very little reliance on IT Security/auditing so there is significant use of shared role based accounts rather than individual logins - I am planning that this will change!
As a result, a number of critical external email accounts are role based. For some, bursar, headmaster etc, there is a 1:1 mapping with a person, so its not too much of an issue to use the alias, but for for others, office, sports etc, are roles shared by a number of individuals.
Even for individual roles, there will be some sharing of mailbox whilst individuals are for instance absent.
I am looking for best practice on how to organise this. Ideally I would like each individual to have their own personal email address, and, based on roles (I have security groups set up for this), access to a role based email address. This would also apply to bursar and headmaster etc where the individual will have both a personal email address and their role.
This is my first experience of exchange server. Got a big thick book and internet but nothing specific.
Whilst I realise that mailboxes can be shared within Outlook, this is not an ideal solution since they need to be set-up within Outlook rather than managed centrally within exchange.
I have done some reading and it has been suggested that room or resource based mailboxes may be suitable. I have set a test one of these up to cover office but have found a few issues: Only able to send email from users account, not room account; room shows up as a room in calendar - would like to disable this. In addition, being unable to test receipt of emails on my test network, I am not 100% sure whether a room or resource mailbox able to receive external emails or not.