🏷️ EVERYTHING IN ORDER 🧹 Creating Outlook rules in Microsoft 365 shared mailboxes (Exchange)

Shared mailboxes in #Microsoft365 allow a group of people in your company 📤 to easily monitor and send emails from a common account, such as [email protected] or [email protected].

One of the advantages of this type of mailbox is that when we reply from this account, the sender shown is the generic account, and not the user in question 🥸.

Furthermore, a work team sharing an inbox can perfectly keep track of what is pending in a simple, natural and intuitive way.

There are several scenarios where these types of mailboxes make a lot of sense, leaving behind solutions like “distribution lists” where we had to go through multiple steps to grant individual mailboxes the privileges of “send as” or “send on behalf of”. “».

(👆🏻 Allow me to digress: I’m not saying that “distribution lists” are meaningless or useful, quite the opposite. They simply have another purpose and years ago, due to technological limitations, we had to rely on this solution 🤓).

Fortunately, the issue is now well resolved, in a simple and totally transparent way.

It’s as simple as registering your shared mailbox from the Microsoft 365 admin center or Exchange Online admin center. The requirements are minimal: name, email address and alias.

Once we have it, we simply add the members of the shared inbox and… “voilà” 📧

(👀 Another mini-tip: these mailboxes do not consume an online Exchange license 🤭)

For further information on shared mailboxes, I leave you these links:

👉🏻 Shared mailboxes in Microsoft 365 (Exchange Online):

👉🏻 Set up Microsoft 365 (Exchange Online) shared mailboxes in Outlook and Web clients:

👉🏻 Convert a user mailbox to a shared mailbox and vice versa in Microsoft 365 (Exchange):

But what problem do we usually have with this type of shared account?

The main one is the volume of emails we receive and what I wanted to explain today is what we can do about it.

In short, it is still a mailbox, but due to its characteristics we find some limitations. In our beloved Outlook desktop client, depending on how we added the shared inbox, we may or may not be able to use rules 🤔.

For this reason I will give you a solution that works 100% of the time and is quite simple. All we have to do is open the additional mailbox from the Outlook web client.

Once we open our shared inbox, we only need to configure the rules we need.

Do you want to see it? Well I’ll show you everything in this video 😊

Define rules in Microsoft 365 shared mailboxes

I hope this is useful to you and as always:

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