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.
Use this method to send mail, including mail merges from a shared mailbox. Applications, such as billing software, can use the profile to send mail from the account.
In Outlook with the new autoaccount setup dialog:
- Create a new profile, entering the shared mailbox email address into the auto account setup dialog.
- When the password dialog comes up, click the link to Sign in with another account then enter your username (or an account that has full access permission to the mailbox) and enter the password.
This tutorial uses Office 2016 from an Office 365 subscription.
In older versions of Outlook:
- Create a new profile, entering the mailbox email address and your account password into the auto account setup dialog.
- When the password dialog comes up again, you'll need to enter your own username (or an account that has full access permission to the mailbox) and enter the password again.
When the account is in a profile of it's own, it acts like a normal mailbox. You can use this profile to send new messages and 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.
If you receive an error message when attempting to set up the account in a profile: "The name cannot be matched to a name in the address list." The shared mailbox is hidden from the address list. It needs to be visible for this method to work.
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.
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.