Creating 12 accounts for one time use

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Creating 12 accounts for one time use

Christopher Cummins 20

We need to create 12 student email accounts for a one-time use of receiving an email for a third-party product. Is there any way to having those accounts created for the one-time email exchange and then given back after the email is received for later use for a real students?

Thank you and Happy Thanksgiving

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Answer 1

Hello @Christopher Cummins

Welcome to the Q&A Community!

Thank you for contacting us regarding the creation of twelve student email accounts for a one-time email exchange with a third-party product.

To maintain compliance with data protection and identity management standards, we strongly advise against creating actual student accounts for temporary use and later reassignment. This practice can lead to audit inconsistencies, data leakage, and regulatory issues.

Instead, kindly check these supported and secure alternatives:

Option 1: Plus Addressing with a Single Mailbox

This method allows you to create one mailbox and generate multiple unique email addresses using plus addressing. All messages will be delivered to the same mailbox, and you can configure rules to organize them.

Example addresses:

******@school.edu
******@school.edu
******@school.edu

Key points:

Requires only one mailbox and no additional licenses.
Plus addressing is enabled by default in Microsoft 365.
Ideal if the third-party system accepts email addresses in the format local+tag@domain.

For reference: Plus Addressing in Exchange Online | Microsoft Learn

Option 2: Multiple Shared Mailboxes

If the vendor requires distinct email addresses but does not require individual logins, you can create twelve shared mailboxes. These mailboxes do not consume licenses and can be accessed by delegated staff members.

Key points:

Each mailbox will have its own unique address.
Shared mailboxes cannot be used for direct sign-in.
After the one-time use, these mailboxes can be deleted without compliance concerns.

For reference: About shared mailboxes - Microsoft 365 admin | Microsoft Learn

Thank you for your attention to this matter. Please let me know if you have any further concerns

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Answer 2

Creating temporary email accounts for one-time use is not a standard practice within Microsoft 365 or Outlook for Education. Typically, accounts are created for ongoing use by students and are linked to their educational activities. However, you can create student accounts as needed, but they would generally require proper management and should not be used solely for temporary purposes.

If you create accounts for this purpose, you would need to ensure that they are properly managed and that any data associated with them is handled according to your institution's policies. After the email exchange, you could potentially deactivate or delete these accounts, but this would require administrative access and compliance with your school's data management policies.

For a more streamlined approach, consider using existing student accounts or discussing with your IT department about the best practices for handling such requests without creating additional accounts unnecessarily.

References:

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Creating 12 accounts for one time use

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