Forum Discussion
Newbie Question about Shared Mailbox
- I don't believe there is an option in Outlook to create rules for a shared mailbox. We've always logged into OWA to open the mailbox and create the rules using that. And yes, once the rules are applied they work as they would for any other mailbox as rules are mailbox specific.
"Oh however, if for instance I open the message not intended for me, it will show it as read for all." - Yes, but...if it's not for you then just right-click on it and mark it as unread. Easy, peasy.
"Am I able to create rules and categories so that certain emails that go into it will skip the inbox and go to a folder (for solicitation emails for instance)"
Yes. You can log into your personal mailbox via OWA and then open the shared mailbox and apply the rules and categories there. You can't directly login to the shared mailbox as there is no paid user license associated with it but you can open it via your own mailbox, once delegation occurs.
"How do you get around the fact that shared mailboxes do not get new email notifications?"
This seems to work the best. There are other solutions you can Google but haven't found any to be very reliable. Obviously the most reliable would be to go check the mailbox, lol! But we already went through that, ha ha. You can right-click the folders that you need notifications from and select Show In Favorites. This will not get you a notification but you can clearly see the number of unread messages in the folder(s), same as you would your personal inbox.
Hope this helps!
We actually use Outlook desktop 2019, so I understand that if I make the rules, folder etc on either my Outlook desktop 2019 or OWA for the shared mailbox, it will hold true for the other users who are permitted to see the shared mailbox?
On getting new notifications - that definitely is a great idea to add it to the favorites and they can see how many unread messages are there. Oh however, if for instance I open the message not intended for me, it will show it as read for all. hmmm..
- I don't believe there is an option in Outlook to create rules for a shared mailbox. We've always logged into OWA to open the mailbox and create the rules using that. And yes, once the rules are applied they work as they would for any other mailbox as rules are mailbox specific.
"Oh however, if for instance I open the message not intended for me, it will show it as read for all." - Yes, but...if it's not for you then just right-click on it and mark it as unread. Easy, peasy.