Shared mailboxes in Outlook are a fantastic way for teams to manage emails collaboratively. Managing rules on shared mailboxes is not so easy if you don’t know where to find the settings. Here’s a step-by-step guide on how to create, edit, and delete rules for a shared mailbox using Outlook on the web (OWA).
Step 1: Open the Shared Mailbox:
- Sign In: Begin by signing in to your Outlook on the web account using your own account at outlook.office.com.
- Profile Menu: Click on your profile picture or initials in the top right corner of the screen.
- Open Another Mailbox: Select the option to “Open another mailbox” and enter the email address of the shared mailbox you wish to manage.
Step 2: Access the Settings:
- Gear Icon: Once the shared mailbox is open, look for the gear icon (settings) in the top right corner and click on it.
- Navigate to Email Rules: Go to the Email section and then select Rules. This is where you can manage the rules for the shared mailbox.
Step 3: Create, Edit, or Delete Rules:
- Create a New Rule:
- Click on Add new rule.
- Define the conditions and actions for your new rule. For example, you can set a rule to move all emails from a specific sender to a particular folder.
- Click Save to apply the new rule.
- Edit an Existing Rule:
- Find the rule you want to edit and click on it.
- Make the necessary changes to the conditions and actions.
- Save your changes by clicking Save.
- Delete a Rule:
- Locate the rule you want to delete.
- Click on the Delete button next to the rule.
- Confirm the deletion if prompted.
Conclusion: Managing rules for a shared mailbox is a straightforward process that can greatly enhance your team’s productivity and email management. By following these steps, you can ensure that your shared mailbox is organized and that important emails are routed appropriately.
Additional Tips:
- Regularly review and update your rules to keep them effective.
- Communicate with your team about the rules set up in the shared mailbox to ensure everyone is on the same page.
