Create Rules and enable Out of Office for a Managed Mailbox

Last reviewed on January 10, 2014

I have a shared mailbox in my profile. Can I set up rules or autoreply? If so, how do I do it?

You can set up server-side rules and Out-of-office replies as long as your account has full access permission to the shared mailbox. It's as simple as making a new profile.

Because the shared mailbox doesn't have an account, you'll need to use your username and password to log on.

You can use this method to send mail merges from the shared mailbox.

  1. Create a new profile, entering the mailbox email address and your account password into the auto account setup dialog.
  2. When the password dialog comes up again, change the username to your account's username information (or an account that has full access permission to the mailbox) and enter your password again.
  3. log into a managed mailbox

You can use this profile to send new messages from the account or reply to messages as well. When the account is opened in Outlook as the default account, client side rules will work and you can use signatures.

OWA

If you need to open a shared mailbox in OWA, you can use a URL formatted like following to open the shared mailbox directly. When asked for a username and password, enter your username and password.

https://your_owa.domain.com/owa/sharedmailbox@domain.com/

When you have your mailbox open in OWA, you can open the shared mailbox using OWA using the Open another mailbox... link under your name in the upper right.

Open shared mailbox using OWA

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

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