How do I change the recipient of the club email?

Question

we are a service organization and I am retiring as club secretary and need to change the e-mail address to the new secretary. any help appreciated

Answer 1

Hi Rotary Club of Victorville

Thank you for reaching out to Microsoft Q&A

In this context, you can follow the below instruction but at the first step, you have to check the kind of mailbox of your club email:

If the club email is a shared mailbox:

The new secretary must be added, and you must be removed, from the shared mailbox. This is done by the Microsoft 365 / Exchange admin (or whoever manages your email system), not purely from Outlook.

Once the admin updates access:

1. Open Outlook (classic)
2. Select File > Account Settings > Account Settings
3. On the Email tab, select your Exchange account
4. Select Change > More Settings
5. Open the Advanced tab
6. Under Open these additional mailboxes, select the club mailbox
7. Select Remove, then OK and restart Outlook

This removes the club mailbox from your Outlook view once you retire from the role.

If the club email is your personal mailbox:

In this situation, Outlook cannot “transfer ownership”.

In this case, the admin must either:

• Convert the mailbox into a shared mailbox, then add the new secretary, or
• Set up forwarding to the new secretary’s email address as temporary solution.

For more information: https://support.microsoft.com/en-us/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd#picktab=classic_outlook

Hope my answer will help you.

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Answer 2

To change the recipient of the club email, you will need to update the email address associated with the group or account that is currently set up for your organization. Here are the steps you can follow:

1. Access the Microsoft 365 Admin Center: Go to the Microsoft 365 admin center and log in with your admin credentials.
2. Navigate to Active Users or Groups: Depending on how your club email is set up, you may need to go to Users > Active users or Teams & groups > Active teams & groups.
3. Select the User or Group: Find the current email recipient (the old secretary's account) or the group that manages the club email.
4. Change the Email Address: If you are changing a user's email address, select the user, go to the Mail tab, and then select Manage username and email. If it's a group, select the group and then choose to edit the email address.
5. Enter the New Email Address: Input the new secretary's email address and save the changes.
6. Notify Members: It may be helpful to inform other members of the change so they can update their records accordingly.

Make sure not to delete the old secretary's account if you are forwarding emails or converting it to a shared mailbox.

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References:

• Change a user name and email address
• Manage a group in the Microsoft 365 admin center