Rules & Categories

Question

Hello,  Seeing if anyone can figure this out.

So we have a Shared mailbox that has 3 people connected to it.  I want to create a Rule in Outlook that Marks an original email I reply too with the Blue Category,  Red when one of the other users send a reply and Green with the other.   When I setup a rule to do this it only marks the message I sent in the Sent folder.  I want to mark the Message itself after I reply.  Does anyone have an Idea?    This is a Transportation company.  So we want to mark messages with a color based on who replies so we know it's being taken care of.  

Thanks so much,

Brian

Answer 1

Hi Joy,

Thanks for your post, to meet your needs, we could set up a rule to accompanlish it. I have set up a rule in outlook web app (OWA), for example:

1. I understand you have the full access permission of the sharedmailbox
2. Sign in your default mailbox in OWA.
3. Click you profile and select open another mailbox.
4. Type your shared mailbox email address.
5. Click options( a gear on the upright corner)> mail> inbox and sweep rules.
6. Create a new rule

Note: “oliver1” stands for one of the 3 users who have the full accsee permission of the sharedmailbox, “sharedmailbox” stands for your shared mailbox. Because you have 3 users, you need to set up 3 kinds of rules.

Regards,

Oliver

Answer 2

Conversations would be the best option so everyone can see the responses. The users could also categorize the messages they are working on.

Answer 3

Hi Joy,

According the conversation between you and Diane Poremsky (Outlook MVP), I have understood your request more clearly. You want to distinguish who replied to your shared mailbox with different color categories.After I did some search and test, my suggestion in the above can help to distinguish the user who has replied, you can refer to it and have a try.

I hope it works well to meet your demands. Or if you have any other update or sharing please feel free to share with us, your sharing will help us promote well, thanks!

Regards,

Oliver

Answer 4

Thanks for Replying,  No they will be replying with the Shared Mailbox name.  I really don't think it will possible,  I think the best thing to do at this point would be to just have everyone turn on conversation so the supervisor can see that they are replying to customers.  I just wish their was a way to mark one message and all reply's with a color and not group them all.

Thanks again,

Brian

Answer 5

If the sending user's name is listed as the changed by name, you could use a custom view with automatic formatting. Because the changed by field is easy to change to another user, i would run a macro on a schedule to categorize the messages based on the changed by field.

Otherwise, you'll need to use a macro in outlook desktop - and it will most likely need to be installed on each persons computer. I dont think i have a macro that exactly this, but there are a couple of ways to do it.