How To Add Rules To A Shared Mailbox In Office 365:The Ultimate Guide
Everyone wants better organization and productivity. To improve the productivity of your team you must know how to add rules to a shared mailbox in Office 365. It helps in the management of the high volume of emails. Additionally, you can organize, assign, and forward your emails easily with it. Moreover, By creating rules, Teams can manage their email communication, and important data is also addressed efficiently.
Table Of Contents
In this article, we will discuss the step-by-step process of How to Create Rules for a Shared Mailbox in Office 365. Before that, we will discuss shared mailbox and how to create it in short.
What Is Shared Mailbox
Shared Mailbox, A mailbox that is used by multiple users for sending emails and to read them in the organization. It is useful when the users are working on the same project. Therefore, the shared mailbox is created where they can share the relevant data related to the project. However, after completion of the work or project the shared mailbox can be converted to a regular mailbox. The shared mailbox comes with 50 GB storage and does not require multiple licenses of Office 365. You can add rules to a shared mailbox in Office 365 for effective production.
Read More About: Shared Mailbox Vs Inactive Mailbox
How To Create A Shared Mailbox
Follow the way to create a shared mailbox:
Step 1. Sign in to the Microsoft Office 365 Exchange Admin Center by using the credentials ID & password.
Step 2. Go to the Teams and Groups and then Shared mailboxes.
Step 3. Click on the “Add Shared Mailbox” button from the shared mailboxes page.
Step 4. Enter a name for the shared mailbox and press add button.
Step 5. Click on Save Changes then select “Add Members to Mailbox”
Step 6. Select the user you want to add and Click on “Add”.
If you want to create a shared mailbox and add users, you need to follow these steps. Let’s now see how to add rules to a shared mailbox in Office 365
How To Add Rules To A Shared Mailbox In Office 365
If you want to manage the flow of the emails and organize them you just need to add some rules to them. However, you are also a member of the shared mailbox. You can set email rules to be visible to the right person.
Before Add Rules To A Shared Mailbox In Office 365 you need to add a shared mailbox account to Outlook manually.
Steps To Add A Shared Mailbox Account To Outlook.
By Using Outlook On The PCs
Follow these steps to add a shared mailbox account to Outlook.
Step 1. First, open the Outlook application on your system.
Step 2. Go to files and click on Add Account.
Step 3. Now enter the email details of the shared mailbox.
Step 4. Click on Connect.
Here, you are connected with the shared mailbox.
Now, Follow these steps to add rules to a shared mailbox in Office 365.
Step 1. Open the Outlook application on your computer system
Step 2. From the menu bar, Click on File
Step 3. Select “Manage Rules & Alerts”.
Step 4. From this option, Select a shared mailbox from the menu “Apply changes to the folder”.
Step 5. To create a new rule Click on the “New Rule” option.
Step 6. Configure the rule requirements and condition actions.
Step 7. To save the rule Click on the OK button.
You are done with downloaded applications in Windows OS.
By Using Outlook On The Web
Follow these steps to add a shared mailbox account to Outlook using a website.
Step 1. Visit the website of Outlook 365 with your web browser
Step 2. Log in with your credential ID and password.
Step 3. On the top right section Click on the Profile icon and Open it.
Step 4. Click on “Open another Mailbox”
Step 4. A pop-up window arises, enter the email of the shared mailbox and click on Open.
Step 5. A new window opens with a shared mailbox.
Step 6. Click on the gear icon present on the top right near the profile icon.
Step 7. Select “View all Outlook settings” from there.
After adding a shared mailbox account to Outlook, follow these steps to add rules to a shared mailbox in Office 365.
Step 1. Open the shared mailbox settings
Step 2. Click on “Mail”
Step 3. Click on “Rules” and then “Add new rule”.
Step 4. Name Rule, Add “Condition” and “Action” in the option given there.
Step 5. Make a check on “Run Rule Now” to apply this rule to earlier messages.
Step 6. Click on Save.
Hope you got an idea of how to add rules to a shared mailbox in Office 365.
These steps are beneficial for the reader’s better functionality of their shared mailboxes.
Rules To Manage Shared Mail
Some of the rules you need to follow to manage the Outlook shared mailboxes more easily since they are helpful in increasing the productivity and overall performance of the company.
Read More:
Some of the rules are mentioned below used to create a Shared Mailbox in Office 365.
- Emails Automatic Replies
Automatic replies can save your time and help your team too. It is helpful in the support input. If you want to set Automatic replies follow the steps listed below
Steps to send automatic replies
- From the Settings of the shared mailbox Click on “Mail”.
- Select “Automatic replies”
- Hover to “Automatic replies on”
- Fill in the option according to your requirements.
- Click on Save
- Help In The Filtering Of Emails
If you apply rules to the email then it’s easy to filter the emails. As there are n number of mails in the mailbox it filters incoming emails into a folder related to it.
- Filter Out The Spam Emails
If your mailbox is full of spam messages you can’t find your important email from there. Therefore you can set the rule to filter spam messages to another folder.
Planning to migrate your mailbox but don’t know how to do it? This automated software will help you solve your problem namely Migration Wizard Office 365 Migrator comes with different features.
Read More: How to Migrate Shared Mailbox to Office 365
Binding Up
If you want to set the rules for your mailbox, this article is for you. Because it deals with the question of how to add rules to a shared mailbox in Office 365. If you need to reply to emails automatically, you need to create these setups. This is helpful in increasing organizational growth and production. Moreover, you can define your own rules and criteria for the emails. Additionally, the rules are best for your organization as you will never miss an important email if you follow them.