O-Xchange Notes from the Field!

Wednesday, October 22, 2014

Configuring Message rules for a shared Mailbox

Configuring message rules for a shared mailbox

Scenario: How do I access a shared mailbox and change a rule.  I do have admin rights and full access to this mailbox but when I do a file > open> and try to change the rules, it reverts back to my primary mailbox rules.

Note: Exchange 2010 users cannot modify rules for mailboxes in Exchange 2013, and vice versa

There are several methods to get this to work:



Method 1: Outlook 2010 or Outlook 2013


Configuring Message rules for a shared Mailbox/Service Mailbox


If you are using Outlook 2010 or Outlook 2013 and either have been granted Full Access permissions to the mailbox or have been provided separate credentials for it, then you can also configure this shared mailbox as an additional Exchange account or add it as a secondary mailbox of your own.

How to add an additional mailbox in Outlook 2010:

http://www.groovypost.com/howto/microsoft/add-a-second-additional-mailbox-in-outlook-2010/



How to add an additional mailbox in Outlook 2013

http://www.groovypost.com/howto/add-additional-mailbox-in-outlook-2013/



Once the mailbox has been added, select its Inbox folder and add the rule as you would normally do for your own mailbox.





Method 2: Outlook Web App


When you have been granted Full Access permissions, then you can log on with your own username and password and click on your own name in the top-right corner to get to the option of opening another mailbox.

If you haven’t been granted Full Access permissions but do have separate log on credentials for the additional mailbox, you can use that to log on.

Once logged in, you can create a message rule in the following way:

    For OWA 2013:
    Gears icon (right side of your name)-> Options-> Organize email

    For OWA 2010:
    Options (below your name)-> Create an Inbox Rule…
 

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