Create rules that work in a shared mailbox

Question

Dears,

I want to create rules that work in a shared mailbox. For example: emails with a specific subject need to go in a specific folder automatically.

Multiple people work in this shared box and the rules must be visible for everyone.

Thank you in advance.

Answer 1

Hi Menno Demandt,

Have a Good day.

Regarding your question about if rule created from outlook on the web OWA,

Does it will work on outlook desktop or not?

Yes, will work normally please check below our test scenario.

We created rule from OWA move emails contain (onmicrosoft) to archive folder.

Figure1

And Per attached screenshots Figure2&3 it’s working well on both Classic and new outlook for windows.

Since the response helped to clarify this request, if you don't mind, you can also submit your vote below the first reply so that it is pinned at the top and other community users can easily find this thread. You will have helped many of them in case they have a similar query.

Thanks in advance and have a great day.

Best regards

Community Moderator

Answer 2

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Answer 3

Hi Menno Demandt,

Have a Good day.

Thank you for posting to Microsoft Community, we are Happy to assist you.

Regarding to your description and according to inquiry related to create rule in a shared mailbox.

In the meantime, we have many methods to create a rule fo a shared mailbox:

· Method1:

Open the shared mailbox in OWA outlook on the web

Open the shared mailbox in a separate browser window

1. Sign in to your account in Outlook on the web.
2. On the Outlook on the web navigation bar, click your name. A list appears.
3. Click Open another mailbox.
4. Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.

Then follow these steps to create a rule using outlook on the web:

1. Select Settings

1. Select Mail. Then under Mail, select Rules.
2. Select Add new rule

Type a name for the inbox rule in the Name your rule box and then select a condition and action from their respective drop-down lists. You can add additional conditions or actions by selecting Add a condition or Add an action.

.

· Method2:

Note: If you are not admin in your tenant, kindly contact your IT admin to perform the action.

if you are an admin, you can try creating rule via Windows PowerShell to troubleshoot if it caused by UI problems, for example:

New-InboxRule -Mailbox your shared mailbox name -Name "rule name" –FromAddressContainsWords "codition" -MarkImportance 1

For your reference: https://docs.microsoft.com/en-us/powershell/module/exchange/mailboxes/new-inboxrule?view=exchange-ps

Note: To use Windows PowerShell, please connect to Exchange Online PowerShell first.

• Note: Please understand that our initial reply may not always immediately resolve the issue. However, with your help and more detailed information, we can work together to find a solution.

Best Regards,

Microsoft Community Moderator

Answer 4

Hi Menno Demandt,

Have a Good day.

Sorry to disturb you. As we did not get a response, may I know if the above reply could clarify your issue, or could you please help confirm if we may help you with anything else?

Your understanding and patience will be appreciated.

Best Regards,

Microsoft Community Moderator

Answer 5

Hi Menno Demandt,

Good day to you and hope you are doing well.

We haven't heard back from you and would like to know if you have checked the first response.

We are checking in to see if your issue has been resolved. Feel free if you need further assistance, we will be happy to assist you further.

Thank you for your time and cooperation.

Best Regards,

Microsoft Community Moderator