How to Create Shared Mailbox Rules for Outlook?

Eager to know the steps to set up rules for the Shared Mailbox in Outlook Desktop and Outlook 365? Here, you will learn a detailed explanation of how to create & manage rules for Outlook Shared Mailbox. We will share the stepwise working procedure for managing rules in the Outlook desktop as well as Outlook 365. Let us start.

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Advantages of creating rules in a Shared Mailbox

Users can automate their various tasks by creating the rules in the Shared Mailbox, including:

It allows moving emails to specific folders to organize emails better.
Users can follow-up emails by using the Flag option for important emails.
Also, it is easy to sort emails based on senders or via using other criteria.
Users can also automate replies to certain emails by creating rules in Outlook Shared Mailbox.

Let’s understand the procedure for creating and managing rules in Outlook

This section will give you the complete stepwise procedure for creating and managing rules in Outlook Desktop and Outlook 365. First, we will learn how to create and manage rules for the shared mailbox in Outlook Desktop.

Setting up and managing rules in Outlook Desktop

Here, we will learn a lot of things, including creating rules in a shared mailbox, editing or deleting rules, and many more. Let us begin by briefly explaining how to do it.

1. Creating rules for a Shared Mailbox in Outlook Desktop:

Abide by following the instructions below to create rules for the shared mailbox in Outlook to automate multiple tasks.

Open the Shared Mailbox in your Outlook Desktop.
Tap the File tab and select the Manage Rules and Alerts option.
After that, click the New Rule button on the Rules and Alerts dialogue box.
Select a rule from the Rules wizard and hit the Next button.
Then, choose the conditions for your rule from the list.
In the Step 2 section, click the underlined lines and select your action. Thereafter, click the Next button.
Now, set the exception if you want and then continue with the Next.
After that, give a name to your rule, review all settings and click the Finish button.
Lastly, tap Apply and then the Ok button to save your rule.

2. Edit rules in Outlook Shared Mailbox:

The following steps will help you edit Shared Mailbox rules in Outlook Desktop.

Open Outlook, go to the File and hit the Manage Rules and Alerts.
Then, choose the rule you want to edit for Shared Mailbox.
After selecting the rule, click the Change Rule drop-down.
From the Change Rule drop-down, choose the Edit Rule Settings.
After that, make the changes you want to do in the Shared Mailbox rule.

3. Deleting a Shared Mailbox rule in Outlook Desktop:

If you need to delete an Outlook rule for Shared Mailbox, the steps are as follows:

Launch Microsoft Outlook and click the File tab.
Then, choose the Manage Rules and Alerts option.
Select the rule you want to delete.
After that, click the delete button to remove the rule.

4. Setting up automatic replies for a Shared Mailbox:

To set up an automated reply in Outlook desktop for a Shared Mailbox, you can follow the instructions below. Before following the instructions, make sure you have full access to change the needed permissions for setting up automatic replies.

Open MS Outlook and go to the File tab.
Now, select the Shared Mailbox from the drop-down.
After that, you need to click the Automatic Replies option.
Make changes as per your needs in the Inside My Organization and Outside My Organization messages.
Set a time range and hit the Ok button.

5. Permission for delegate access in the Shared Mailbox:

You can set up delegate access in the Shared Mailbox using the steps given in the section below.

Open your Outlook program and move to the File tab.
Thereafter, go to Account Settings and click Delegate Access.
Select the user to which you want to delegate access.
Then, choose the level of access of the selected user, reviewer or editor.

Creating and managing rules for Shared Mailbox in Outlook 365

Above, we shared how users can create and manage Shared Mailbox rules in Outlook desktop. Here, we will explain and share the steps to create and manage rules for Shared Mailbox in Outlook 365.

1. Creating Shared Mailbox rules in Outlook 365:

Adhere to the below instructions to create Shared Mailbox rules in Outlook 365 with ease.

Open your browser and log in to your Outlook 365 account.
From the top-right corner, select the gear icon and click the View all Outlook Settings option.
Then, navigate to Mail and select the Rules option.
After that, you need to tap the Add New Rule button.
Give a name to your rule.
Set conditions and choose the action per your accordance.
After setting up conditions and actions, click the save button to activate the rule.

2. Editing rules for the Outlook 365 Shared Mailbox:

Follow the steps to edit rules for Shared Mailbox in Outlook 365.

Login to Outlook 365 and open Settings.
Then, select the Mail and click the Rules option.
Choose the rule you want to edit.
After that, click the Edit icon.
Make the changes in the rule and hit the Save button.

3. Deleting rules for Shared Mailbox in Outlook 365:

The upcoming instructions will help you to delete Shared Mailbox rules in Outlook 365.

First, you need to log in to your Outlook 365 account.
After that, navigate the Mail tab and select the Rules.
Pick the rule you are looking to delete.
Then, click the trash icon next to the rule to delete the rule for the Shared Mailbox.

4. Setting up automatic replies for the Outlook 365 Shared Mailbox:

The steps are as follows to set up automatic replies for the Shared Mailbox in Outlook 365.

Open your Outlook 365 account in the browser.
Click on the gear icon and select View all Outlook Settings option.
Go to Mail and choose the Automatic Replies option.
Then, enable the Automatic Replies and configure your message.
You can also set up automatic replies for specific emails in your absence.
After setting up everything, click the Save button.

5. Permission for Delegate Access in Outlook 365 for the Shared Mailbox:

The upcoming guide will help you manage delegate access in Outlook 365 for the Shared Mailbox.

Open your Outlook 365 account on the browser.
Then, tap the gear icon and hit View all Outlook Settings.
After that, move to Mail and click the Shared Mailboxes.
Select the users to whom you want to give access to the Shared Mailbox.

Why choose Shoviv Software?

Managing Office 365 or Outlook 365 data manually is quite tricky for users. Therefore, Shoviv has come up with a professional third-party tool, Shoviv Exchange to Office 365 Migration Tool. This software is easy to use and helps you manage various tasks for Office 365 or Outlook 365.

It allows users to migrate all their data from Office 365, Exchange On-premises and Outlook 365 to various targets.
This tool also offers a filter option that users can use to include or exclude items on the basis of various criteria.
Moreover, this software has no restrictions on processing multiple mailboxes of any size from the source to the target.
It comes with a user-friendly GUI, allowing all users (technical and non-technical) to handle this tool efficiently.

The Essence of the Blog!

Creating and managing rules in Outlook for Shared Mailbox is crucial for users to automate various tasks. This blog has given brief details on creating and managing Shared Mailbox rules in Outlook Desktop and Outlook 365. Users can use the above-shared steps to easily create, edit, delete, and set up automatic replies for Shared Mailbox. Also, try the Shoviv Exchange to Office 365 Migration Tool if you want to manage your Exchange/Office 365/Outlook 365/ Exchange Online data. Its free demo version is also available, and you can use it on your device for free.

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Vishesh Kumar

Vishesh Kumar is working as a technical content writer with Shoviv Software. He has a degree in Mass Communication with years of experience in creating engaging and informative content. Vishesh likes looking into a variety of subjects, from technology to lifestyle and making complex topics easy. He keeps updated on the latest on-going trends and enjoys new experiences when not writing.