How do I add another email user ?

Debby Carr 0 Reputation points
2026-10-29T20:27:29.7166667+00:00

Ive added a user but not sure how to activate the email address

Do I need another licence? I have the basic plan

Exchange | Licensing
Exchange | Licensing

The framework for legally deploying and using Microsoft Exchange Server or Exchange Online, based on server and client access models.

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  1. AI answer

    2026-10-29T20:28:11.8366667+00:00

    Assign the user a separate Microsoft 365 Business Basic license that includes Exchange Online; creating the account alone does not activate an email mailbox.

    Complete the existing user setup

    1. Sign in to the Microsoft 365 admin center with a License Administrator or User Administrator account.
    2. Go to Users → Active users.
    3. Select the user you already created.
    4. Open Licenses and apps.
    5. Assign Microsoft 365 Business Basic and ensure Exchange Online is enabled under its apps.
    6. Save the changes. The Exchange Online service then provisions the user's mailbox; an unlicensed account is only a sign-in identity and cannot use email ^1^.
    7. Give the user their Microsoft 365 username and temporary password securely. They can then sign in to Outlook and change the password if required.

    Microsoft documents that each person needs a user account and an assigned license to use Microsoft 365 business services ^2^.

    Do you need another license?

    Yes, if this is a second person who needs an independent mailbox and sign-in. Microsoft 365 Business Basic is licensed per user, so one license cannot cover two employees ^3^.

    If no license is available:

    1. In the admin center, go to Billing → Purchase services.
    2. Purchase one additional Business Basic license.
    3. Return to Users → Active users, select the user, and assign it.

    If “Basic” means the consumer Microsoft 365 Basic plan rather than Microsoft 365 Business Basic, it does not support adding business users with independent organizational mailboxes. A Microsoft 365 business subscription is required.

    If your company domain is not ready

    If the intended address is something such as [Email], first add and verify that domain in Microsoft 365, then assign the address to the user. Microsoft’s activation sequence is: verify the business domain, add users and assign licenses, and then sign in to Outlook ^4^.

    After provisioning, select the user under Users → Active users → Mail to manage their email settings. If the Mail tab still does not appear, check that Business Basic is assigned and Exchange Online is enabled for that user.

    References

    1. How to create a new Company email for a new employee - Microsoft Q&A
    2. Add users and assign licenses in Microsoft 365
    3. adding an email - Microsoft Q&A
    4. User email settings in Microsoft 365
    AI-generated content may be incorrect. Read our transparency notes for more information.

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  2. Chris-D 2,620 Reputation points Independent Advisor
    2026-10-29T20:36:45.8533333+00:00

    Hi Debby,

    I hope you've been well. Thank you for sharing your concern.

    Creating a new user does not automatically activate their mailbox. To allow the user to send and receive email, you need to assign them a Microsoft 365 licence that includes Exchange Online.

    You can try the steps below:

    1. Sign in to the Microsoft 365 admin center with your admin account.
    2. Go to Users > Active users.
    3. Select the newly created user.
    4. Open Licenses and apps.
    5. User's image
    6. Assign the appropriate licence and make sure Exchange Online is enabled.
    7. Save the changes.

    If your current plan is Microsoft 365 Business Basic, it includes business email. However, licences are assigned per user. If all your available licences are already assigned, you will need to purchase an additional licence for the new user. If an unused licence is available, you can assign it without purchasing another one.

    After the licence is assigned, mailbox provisioning may take some time. The user can then sign in to Outlook on the web using their new email address and password.

    Additional guidance: Add users and assign licenses in Microsoft 365

    I hope this information is helpful. Should you have any further questions or need additional assistance, please feel free to share them in the comment below. I'm very happy to help.  

    If the answer is helpful, please click 'Yes' and kindly upvote it. 

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