For more information about the permissions that you need to perform these steps, see “User Mailboxes” in Recipient Permissions. Troubleshoot shared inbox rules that don`t work To access a shared mailbox on a mobile device, open your browser, sign in to Office 365, and then go to Outlook on the web. For instructions, see the point above for opening and using a shared mailbox in Oultook on the web. You can access the shared mailbox from Outlook on the web. Click Save and the rule will be entered. Keep in mind that with this rule, the response sent from the forwarded address only returns to the shared inbox, not the original sender. Therefore, this type of rule is perfect for teams that need to communicate internally before responding from a shared inbox. If you have enabled automatic mapping in your organization (by default, most users do), the shared mailbox automatically appears in your user`s Outlook application after you close and restart Outlook. Before you can set rules for shared mailboxes in Outlook 2016, you must first manually add the shared mailbox account by following these steps.
Password: Enter the password for your own email account. The shared mailbox account does not have its own password. A user is a member of an O365 shared mailbox. The user has the rule to move emails with specific words to the shared mailbox, deleted items. The user created the rule in their Outlook desktop clients and confirmed that it exists in Outlook Web App. The user noticed that the rule runs automatically when the Outlook desktop is closed and must run it manually when opening the Outlook desktop client. Do you have any suggestions on how to run the rule when the Outlook client closes? Do you have any advice on why the user should run the rule manually? Front-end rules are simple and divided into four types: Open and use a shared mailbox in Outlook 2016 and Outlook 2013 team rules: A rule applied to each shared inbox Next, you must configure this email profile with the shared mailbox as the primary email account rather than your own. It also requires that you have been given Full Control permissions to this shared mailbox or that you have been given credentials for it. In the Select Person window, type the name of the shared mailbox account in the text box, select the account, and then choose Add. If you haven`t been given Full Control permissions, but you have separate credentials for the additional mailbox, you can use it to sign in. There are many reasons why your Outlook 365 rules stop working, such as insufficient space in your mailbox or a corrupted POP3/IMAP in your account.
But the good news is that this is – usually – a simple solution. Click Edit and toggle the settings so that every email sent from the shared inbox is copied to the mailbox. In addition to my own mailbox, I also have access to additional shared mailboxes in our company. In the Automatic Mail Processing > section, select Inbox and Scan Rules. Open and use a shared mailbox in Outlook on the web: Reply as a shared address (for example, sales@contoso.com) THE FIRST TIME IS VERY TRICKY! Your users need to do this workaround (this error is not fixed): If all that effort to set up rules in an Outlook 365 inbox seems like a lot of work, there is a better way. Let`s see what creating shared inbox rules looks like when you use Front instead. We use Exchange and I got access to these mailboxes, but when I create a message rule to move some emails to another folder, for example, it seems to apply only to messages addressed to me and not to the shared mailbox. Then enter the shared address, such as support@contoso.com, and send the message.
The next time you reply from the shared mailbox, its address will appear as an option in the From drop-down list. To do this, click the File tab and select Add Account. When you set up your account, automatic account configuration can detect your primary mailbox associated with your user account. In this case, specify the email address of the shared mailbox or select the option to manually configure the Exchange account. Contact your email administrator or check your other account settings if you don`t know the required server configuration settings. Adding rules is a great way to manage mail flow. You can add rules for a shared mailbox that you have access to, just as you can add rules to your own account. However, not all methods for defining rules are compatible with each other, so it is best to use one of the following methods for all shared mailbox rules. By adding rules to an Outlook 365 shared inbox, teams can manage the emails they receive by creating triggers that automatically trigger actions. Tip: If you have multiple rules, use the Up and Down arrow buttons to specify the order in which the rules are evaluated. By default, messages sent from the shared mailbox aren`t stored in the Sent Items folder of the shared mailbox. Instead, they are stored in the Sent Items folder of the person who sent the message.
Open a message that was sent to the shared address. Open your shared inbox settings, click Inbox Rules, and then click the + icon to create a rule for received emails. Next: Open Outlook on the web and go to your shared mailbox. If you`re using Outlook 2010, Outlook 2013, or Outlook 2016 and you`ve been given Full Control permissions on the mailbox or separate credentials for the mailbox, you can also configure this shared mailbox as an additional Exchange account instead of adding it as a secondary mailbox. Here are some common rules that you need to configure to make it easier to manage your shared Inbox: On the Email Rules tab, edit Apply changes to this folder: to the shared mailbox account. Setting up these rules in Front is easy. Once you know which rule you need (depending on the type), you can use Front`s rule library to create rules using templates. Click Save to save your changes and create the shared mailbox. Or, name the second shared mailbox something else from the beginning to work around the error.
Then, in the EAC, rename the shared mailbox to the value that you want. Note: Shared mailbox rules in Outlook 2016 for Mac are client-side only and are evaluated only when the Outlook application is running. Rules are not stored or processed on the server. If you added the shared mailbox account and have access permissions, the shared mailbox appears in the list of mailboxes on the left. Another Outlook session on the web opens in a separate window that provides access to the shared mailbox. Email address: Enter the email address of the shared mailbox account Just like the “Additional Exchange Account” method above, automatic account setup can try to set it up automatically with your own mailbox. You will then need to specify a different address or manually set up the account. No problem.
You can create a rule to restrict access to a shared inbox. Open the shared inbox admin center and: Try to avoid managing your rules through Outlook on the web and Outlook. Depending on your version of Outlook on the web, adding or changing your rules here may result in the loss of rules that you created in Outlook.
