Description


This solution will show you how to create and modify shared mailbox rules


Process

 

To complete the following you must have access to the shared mailbox you wish to create/modify a rule on.

 

1. Click File, in the top left of the outlook application

 

 

2. Click add account

 


3. Enter the email address of the share mailbox and click advanced options, then tick “Let me set up my account manually”



4. Select Microsoft 365

 

 

5. Click “sign in with another account” and sign in with your own account (as noted earlier you must have been given access to the shared mailbox to complete this)

 

 

6. Untick “Use Cached Exchange Mode to download email to an outlook data file”

 

7. If the account has been added you will see the below, now close and reopen your outlook application.

 

 

8. Click file again in the top left and you will now see the shared mailbox address in the drop-down box


 

9. Select the mailbox in the drop-down box and then select Rules and Alerts

 

 

10. Make sure the shared mailbox is selected under “apply changes to this folder” from here you will be able to create/modify rules.

 


 11. To create an auto response rule select New Rule then "apply rule on messages I receive" select next.


 

12. Select "Where my name is in the To box" then next.

 

 

13. Select "Have server reply using a specific message"

 

 

14. Click "a specific message" under step 2, this will take you to a new email that you can create to send to customers.


 

15. When the email has been created, click "Save & Close" then select finish.

 

 

16. Select ok to complete and apply the rule

 

 

 

17. To change the name of the rule select Change Rule then "Rename Rule"