We are using Exchange and I have been granted access to these mailboxes but when I create a message rule, to for instance move specific emails to another folder, it only seems to apply to messages that are address to me and not to the shared mailbox.
There is indeed no direct way to set up a rule for a shared mailbox when it only has been linked to your own Exchange mailbox account. Probably the easiest way to go is to use Outlook on the Web. When you have been granted Full Access permissions, then you can log on with your own username and password and click on your own name in the top-right corner to get to the option of opening another mailbox.
If you are using OutlookOutlook or Outlook and either have been granted Full Access permissions to the mailbox or have been provided separate credentials for it, then you can also configure this shared mailbox as an additional Exchange account rather than to add it as a secondary mailbox of your own. To do this, click on the File tab and choose Add Account. When setting up the account, Auto Account Setup may recognize your main mailbox linked to your user account. When this happens, specify the email address of the shared mailbox or select the option to configure the Exchange account manually.
Contact your mail administrator or look at the settings of your other account if you do not know the required server configuration settings. For more details and screenshots of this process see Adding an additional or shared mailbox from the same Exchange organization to Outlook.
Once the mailbox has been added, select its Inbox folder and add the rule as you would normally do for your own mailbox. This also requires you that you either have been granted Full Access permissions to this shared mailbox or have been provided credentials for it.
Try to avoid managing your rules via both Outlook on the Web and Outlook. Depending on your version of Outlook on the Web, adding or modifying your rules in here could result in the loss of rules which you created in Outlook.
When creating the rule, make sure you only use conditions which can be processed by the Exchange server. This will make sure that the rule can be executed when the mailbox has been added as a secondary account rather than as a separate Exchange account. How can I set up a rule for a shared mailbox? Share on Facebook Share on Twitter Share by e-mail. Related Content New mail alert for delegate or shared mailboxes Not able to add a delegate mailbox for Exchange Enable Automatic Replies for another user or additional mailbox Who has already read that message in our shared mailbox?
Use "BH93RF24" to get a discount when ordering! Tool Tips! Books Outlook Step by Step by Microsoft. Outlook Step by Step by Microsoft. Awards — I want to add rules to a shared mailbox in Office but any rule applied will only work for the moment it is activated. This is normal. It happens when your rule is client-side rather than server-side a distinction which has been rendered somewhat murky as all rules are stored on the Exchange server in recent editions.
Client-side rules only execute when Outlook is running and connected to the mailbox the rule is associated with. Server-side rules will be triggered as long as Exchange is running. Rules created in OWA are all server-side. The problem with mailbox rules in general is that you are limited in the number you can create. A better approach in your situation might be to set the mail flow rules up in O, assuming you have mail flow set up to come in through O Most rules have the "stop processing other rules" box checked by default during creation.
Maybe a higher priority rule is being triggered that is stopping the message from being processed by the rule you expected to fire. Info mail.
So i want all mails going to sales mailbox and then with a rule send the info mails into a subfolder. To continue this discussion, please ask a new question. Adam CodeTwo. Get answers from your peers along with millions of IT pros who visit Spiceworks.
Create Rules and enable Out of Office for a Shared Mailbox
Hi there! Is there a possibility to set rules for a shared mailbox? Anyone knows how? Office Best Answer. JitenSh This person is a verified professional. Verify your account to enable IT peers to see that you are a professional. Microsoft Office expert. We found 6 helpful replies in similar discussions:.
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Popular Topics in Microsoft Office Spiceworks Help Desk. The help desk software for IT. Track users' IT needs, easily, and with only the features you need. Mike This person is a verified professional.I was able only going to the 'Inbox' of a shared mailbox on outlook pane and then create a new rule 'only for this computer' which shows a custom pop-up alert as the article below. The problem comes since it's a local rule, if user goes to another computer we need create the same rule and we have a lot of users it the same needs.
This will enable new message notifications, rules support and all other features. Sign In. Azure Dynamics Microsoft Power Platform. Turn on suggestions. Auto-suggest helps you quickly narrow down your search results by suggesting possible matches as you type. Showing results for. Did you mean:. Home : Office : Office : Outlook - alert on new email for shared mailbox.
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What's New. Microsoft Store.Skip to content. In the "Add Mailbox" dialog box, enter the name of the Shared Mailbox or enter a unique word that is part of the Shared mailbox name to help you limit the search, but help you find the mailbox you're looking for.
Once you find the desired mailbox, click OK, Apply, and Ok again. The mailbox should appear beneath your Inbox in the Outlook client. Note: Make sure you have the appropriate permissions to access the resource before adding the resource.
Questions or Problems with this FAQ? Click Here to Let Us Know! How to add a Shared Mailbox in Outlook Office Outlook. Next Click "Change" Click More Settings Click on the "Advanced" tab Next Click "Add" next to "Open these Additional mailboxes" In the "Add Mailbox" dialog box, enter the name of the Shared Mailbox or enter a unique word that is part of the Shared mailbox name to help you limit the search, but help you find the mailbox you're looking for.
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Add rules to a shared mailbox
Williams Paper Museum. Accessibility Accountability Accreditation Employment.Keep in touch and stay productive with Teams and Officeeven when you're working remotely. Last updated 15 July, A shared mailbox makes it easy for a group of people to monitor and send email from a public email alias like info contoso. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user.
You can also use the shared mailbox as a shared team calendar. A shared mailbox is not designed for direct log on though. The user account for the shared mailbox itself should stay in disabled state.
For more information, see Create a shared mailboxwhich describes what the admin needs to do.
The shared mailbox should automatically display in your Folder pane in Outlook. What if it didn't work? If your admin only recently added you to a shared mailbox, it may take a few minutes before the shared mailbox appears. Choose Account Settingsthen select Account Settings from the menu. Make sure the correct account is highlighted, then choose Change.
Click From in the message, and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.
From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list.
Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message. From field at the top of your message, you should see the name of your shared mailbox. If you don't, choose the From dropdown box and choose your shared mailbox.
When you want to send a message from your shared mailbox, the address will be available in your From drop down list. After your admin has added you as a member of shared mailbox, close and then restart Outlook. The shared calendar associated with the shared mailbox is automatically added to your Calendars list. When you enter appointments, everyone who is a member of the shared mailbox will be able to see them. Any member of the shared mailbox can create, view, and manage appointments on the calendar, just like they would their personal appointments.
Everyone who is a member of shared mailbox can see their changes to the shared calendar. The shared contact list associated with the shared mailbox is automatically added to your My Contacts list. Under My Contactschoose the contacts folder for the shared contacts list.You can set up server-side rules and Out-of-office replies as long as your account has full access permission to the shared mailbox.
It's as simple as making a new profile.
Because the shared mailbox doesn't have an account, you'll need to use your username and password to log on. Use this method to send mail, including mail merges from a shared mailbox. Applications, such as billing software, can use the profile to send mail from the account. This tutorial uses Office from an Office subscription. When the account is in a profile of it's own, it acts like a normal mailbox.
You can use this profile to send new messages and reply to messages as well. When the account is opened in Outlook as the default account, client side rules will work and you can use signatures. If you receive an error message when attempting to set up the account in a profile: "The name cannot be matched to a name in the address list. It needs to be visible for this method to work. If you need to open a shared mailbox in OWA, you can use a URL formatted like following to open the shared mailbox directly.
When asked for a username and password, enter your username and password. She also created video training CDs and online training classes for Microsoft Outlook. Good afternoon, I am trying to create a new rule on our shared mailbox. Incoming mail is correctly forwarded by a rule and now I want to create a rule for Sent items too. The problem is that outlook wants this rule 'only local'. When users sent mails on behalf of the shared mailbox, the rule does not work.
When the owner of the mailbox does log on the shared mailbox, than the rules does work. It seems that the shared mailbox has to be running before this rule works. Question: How do I create a rule server side? Is the shared mailbox always open in someone's profile?
If so, one person could use an item add macroto watch the sent folder and do whatever you want to them. The conditions in the rule are: rule on items I send; send a cc to 'mail me.
I want this rule to run on server side. Unfortunately, that is not a server side rule and a macro wouldn't help - its also client only. If you are using exchange, the exchange admin could do some magic and cc all mail you send.
That would be the only way to make it server side. Thanks Diane, many thanks for this. The reason I was looking to log into the shared mailbox and create a rule, was to put something in place to stop users flagging mails as unread. I can only think of creating a rule to copy all mail to a separate folder incoming for exampleso that the people accessing these shared mailboxes on their phones with email accounts aggregated don't disrupt the normal flow of acting in unread mail.
The best you can do is to set the reading pane options to never mark as read - if you open the message, it will be marked read. Many thanks for that Diane, unfortunately its on their phones that they are changing the state of the emails - which is quite frustrating.
Thank you - Thank you - Thank you! I have been trying to figure this one out for awhile and you said me even more time trying to figure it out.Keep in touch and stay productive with Teams and Officeeven when you're working remotely. Adding rules is a great way to manage the inflow of email. However, not all methods of setting rules are compatible with each other so it's best to use one method below for all rules on shared mailboxes.
You must first be a member of a shared mailbox before attempting the following. See Create a shared mailbox and Add or remove members from a shared mailbox for more information. Before you can set rules on shared mailboxes in Outlook you must first add the shared mailbox account even if you see the shared mailbox folders in the folder list.
On the Email tab select New…. The shared mailbox account does not have its own password. Change the email address to sign in with by selecting Sign in with another account. Sign in with your own account credentials and select Finish. You will need to restart Outlook for the changes to take effect. From the Email Rules tab change Apply changes to this folder: to the shared mailbox account.
Access the New Rule… button and proceed with the appropriate rule criteria. Use this method if you want to view and manage the email rules for the shared mailbox in its own browser window. On the Outlook on the web navigation bar, select your name in the upper right corner. Another Outlook on the web session opens in a separate window, allowing access to the shared mailbox. Select the Delegates tab.
The rules are not saved or processed on the server. Create a shared mailbox. Manage email messages by using rules. Create a rule in Outlook for Mac. Inbox rules in Outlook. Learn more. Expand your Office skills. Get new features first. Was this information helpful?
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