Edit client side rule on shared mailbox in Exchange Online

Question

Edit client side rule on shared mailbox in Exchange Online

Stephen Butt 20

We have an O365 shared mailbox that was converted from an on premise mailbox when migrating to Exchange Online. Now I've been asked to update the auto response rule but am running into a problem. Because this is a shared mailbox we can't log into it directly so the only way to change the rules is by opening another mailbox in OWA. Unfortunately the rule is client side only and shows the following message: This rule can't be edited or viewed in Outlook on the web Is there a recommended way to deal with this problem? I have two potential solutions in mind but neither is ideal so I'm hoping for a third option.

Delete the rule and recreate it in OWA. This is not preferred because I want to confirm the settings of the rule before making any changes.
License the mailbox, convert to a user mailbox, reset the password and log in directly using the outlook app so that changes can be made before converting back to a shared mailbox and removing the license again. There has to be a better method than this, I'd rather not mess with a mailbox that is the primary method for customers to contact us.

Hopefully someone has a better approach.
Thanks

Anonymous

2024-01-18T08:56:58.6833333+00:00

Hi, I'm here to confirm the progress of your thread, has your problem been solved? Could you kindly let me know if you need any further assistance? If the method provided helps you fix the issue, you could mark the answer to help people who have the same issue :)
Anonymous

2024-01-31T06:04:36.7166667+00:00

Hi, it has been a few days and I am checking in to see how things are going on with this issue. Do you have any questions about the information I provided before?
Stephen Butt 20 Reputation points

2024-02-05T02:02:56.4533333+00:00

Hi Wandi, Thanks for the suggestions. Options 2 and 3 don't apply because this is a rule to automatically respond, not using the autoreply/out of office function. Option 1 did let me access the mailbox and load the rules but it didn't load the client side rules properly. There was no action listed because I had to download the rules from the server and this stripped out the client side component (which I expect was 'reply using a specific template'). So it's not a full solution but it does appear to give me the conditions and exceptions for the rule and working on the assumption the only action was to respond with a template I can collect that from a reply email. Combining those should allow me to accurately rebuild the rule in 365. Thanks, Stephen

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Anonymous

2024-01-18T08:56:58.6833333+00:00

Hi, I'm here to confirm the progress of your thread, has your problem been solved? Could you kindly let me know if you need any further assistance? If the method provided helps you fix the issue, you could mark the answer to help people who have the same issue :)
Anonymous

2024-01-31T06:04:36.7166667+00:00

Hi, it has been a few days and I am checking in to see how things are going on with this issue. Do you have any questions about the information I provided before?
Stephen Butt 20 Reputation points

2024-02-05T02:02:56.4533333+00:00

Hi Wandi, Thanks for the suggestions. Options 2 and 3 don't apply because this is a rule to automatically respond, not using the autoreply/out of office function. Option 1 did let me access the mailbox and load the rules but it didn't load the client side rules properly. There was no action listed because I had to download the rules from the server and this stripped out the client side component (which I expect was 'reply using a specific template'). So it's not a full solution but it does appear to give me the conditions and exceptions for the rule and working on the assumption the only action was to respond with a template I can collect that from a reply email. Combining those should allow me to accurately rebuild the rule in 365. Thanks, Stephen

Answer 1

Hello,

Welcome to our forum！

Considering your concerns, here are some other methods for your reference:

By manually adding a shared mailbox account to Outlook, please follow these steps: Open the Outlook client, select File --> Add Account, on the "Automatic Account Setup" screen. Enter the email address of the shared mailbox, for the password, please enter the password for your own email account. Then select Next to proceed. Change the email address to sign in with by selecting Sign in with another account. Sign in with your own account credentials and select Finish. You will need to restart Outlook for the changes to take effect. After restart Oulook. Click Rules --> Manage Rules and Alerts to edit.
Run the following cmdlet in Exchange Online PowerShell: Set-MailboxAutoReplyConfiguration
Try to sign in to the Microsoft 365 portal, then locate Groups > Shared Mailboxes, select a user who has a Microsoft Exchange mailbox, and find Automatic replies on the flyout on the right.

Additionally, for more information, you could refer to: How to set automatic replies on a user's mailbox in Microsoft 365 - Exchange | Microsoft Learn

Add rules to a shared mailbox - Microsoft Support

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Edit client side rule on shared mailbox in Exchange Online

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