Accessing and Managing Shared Mailboxes for Former Employees

Accessing and Managing Shared Mailboxes for Former Employees

This document provides guidelines on accessing and managing shared mailboxes for former employees. Users granted access to these mailboxes can view them in their Outlook client or via Outlook Web Access (OWA). Follow the instructions below to ensure a smooth and organized management of these shared mailboxes.

Accessing Shared Mailboxes:

Outlook Client:

  1. The shared mailbox should automatically appear in the navigation pane on the left side of the Outlook window for most users.
  2. If the shared mailbox does not appear automatically, follow these steps to add it manually:
    1. Click on "File" > "Add Account."
    2. Enter the shared mailbox email address and follow the prompts to add the mailbox.
    3. The shared mailbox will now appear in the navigation pane.

Outlook Web Access (OWA):

  1. Go to the Outlook Web Access portal and sign in with your credentials.
  2. Click on your profile icon located in the top right corner.
  3. Select "Open another mailbox" from the dropdown menu.
     > 
  4. Enter the shared mailbox email address and click "Open."
  5. The shared mailbox will open in a new browser window/tab.
Current Shared Mailboxes
"Former Sales Shared Inbox" <formersalesshared@ypcmedia.com>



Mailbox Management:

Reading & Replying

You can only reply to messages in a shared mailbox as yourself, you can not present as the former employee.
Reading Messages: When a message is read by anyone with access to the shared mailbox, it will be marked as read for everyone. This helps to avoid duplicate responses.

Replying to Messages: If a message has been replied to, a reply icon will appear next to the message in the mail navigation pane. This indicates that a team member has already addressed the message.
[Add screenshot of the mail navigation pane with the reply icon]

Creating Rules for Shared Mailboxes:

To maintain consistency and avoid confusion, it is recommended that one person on the team or a designated technical support member creates and manages the rules for shared mailboxes. Rules should be created via Outlook Web Access.

  1. Access the shared mailbox using Outlook Web Access (see steps above).
  2. Click on the "Settings" (gear) icon in the top right corner of the page.
  3. Select "View all Outlook settings" at the bottom of the settings pane.
  4. Navigate to "Rules" under "Mail."
  5. Click "Add new rule" and follow the prompts to create a rule.

Consult with your team or technical support before creating or modifying rules to avoid any conflicts or issues. It would be ideal for rules to be managed by one person on the team, or documented for the team, so that different team members do not create counter intuitive rules.


Conclusion:

Following these steps enables users with access to shared mailboxes for former employees to effectively manage emails and maintain a smooth communication process. If you encounter any issues or require further clarification, don't hesitate to reach out to your technical support team for prompt assistance. Remember, efficient mailbox management is key to ensuring a well-coordinated and organized workflow within your team.