Mar 18 2022 06:54 AM
Mar 18 2022 06:54 AM
Our office has been using SMTP/POP with user emails and generic emails that go to 5 users. Our hosted email is moving us to Microsoft 365 emails which for the past days I've been trying to understand.
Here is the situation, our users are not computer savvy and this transition will be a struggle. I would like to make it as painless as possible.
We are using Outlook 2019 desktop. So I understand that a new email account has to be made on Outlook 2019 for microsoft exchange email.
My question is, how best to deal with the generic email Email address removed that goes to 5 users. Since this is currently SMTP/POP, a copy of the emails go to the 5 users. On their desktop they can do whatever they want with their copy, delete, archive etc and it would not affect the mailbox on the server.
I've read about shared mailbox. If I set it up this way, these are my questions:
If a user deletes an email in the shared mailbox, will the other users still see it in their desktop inbox?
If a user files or archives the email, will it still show up on the other users desktop inbox?
If a user replies to the email with the other users see the sent email?
Sorry for being a newbie. Our "forced" transition is coming soon. I am of the mind to leave the generic email box as a user rather than a shared mailbox. What are your thoughts or suggestions? TIA.
Mar 18 2022 08:09 AM
@NewtoIT20221735 To answer your questions, the shared mailbox is a completely separate mailbox, with an email address, that is separate from their personal mailbox. Any changes made in the shared mailbox will be reflected for all users as it is the same for all users. If you want to maintain the same functionality where the users can do whatever they want with their copy of the email, then you might want to look at a distribution list which would send each individual their own copy of the email that they can do as they please. If you still decide to use the shared mailbox, you can delegate access to the shared mailbox to each of the users and they will see the mailbox attached to their copy of Outlook along with their personal inbox.
Mar 18 2022 08:14 AM
Mar 18 2022 08:30 AM
Mar 18 2022 08:41 AM
Mar 18 2022 08:51 AM
Mar 18 2022 09:03 AM
Mar 18 2022 09:20 AM
"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!
Mar 18 2022 09:27 AM
Mar 18 2022 09:34 AMSolution