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Manage shared email via the Outlook web app

If you are the owner or maintainer of a shared mailbox or calendar, adjustments and account maintenance is best handled via the Outlook Web App, available via the Office 365 portal.

Switch accounts

  1. Access the Office 365 portal by logging into office.com with your CUP Network username and password.
  2. Click the tile for Outlook.
  3. Access the account manager pane by clicking the icon with your initials (or profile pic) in the upper-right corner.
    OWA_email2.png
  4. On the My account pane, click Open another mailbox.
    OWA_email3.png
  5. In the Open another mailbox field, type the name of the mailbox/calendar you wish to open (Example: TCReps, NursingActivities, etc.)
    OWA_email4.png
  6. Click the Open button.
    OWA_email5.png
  7. Once the calendar (or mailbox) has launched, click the gear icon () in the upper-right corner.
    OWA1.png
  8. Click View all Outlook settings.
    OWA2.png
  9. You can verify by clicking on the circle in the upper-right again. The email account you are active within will be displayed.
    2017-01-31_14_02_06-Settings.png

Automatic replies

Automatic replies can be used for so much more than out-of-office notifications. One common use is for sending automatic replies to messages sent to mailboxes set up to receive resumes.

  1. Click the gear icon to expand the Settings menu () pane on the right. 
    OWA1.png
  2. At the bottom of this menu pane, click View all Outlook settings.
    OWA2.png
  3. Select Mail on the far left pane section and Automatic replies in the middle pane.
  4. This will open the settings menu for the Automatic replies.
    owa6.PNG
  5. From this screen you can choose to turn replies on or off, set a specific time frame for the replies to be sent, edit the text of the message, or customize who you want the reply to be sent to.

Set email rules

Setting inbox rules on shared mailboxes are particularly useful. You can use rules to forward certain messages (or messages from a specific sender) to specific people, delegate messages to different folders, and otherwise use them to organize the way messages behave for the mailbox.

  1. Click the gear icon to expand the Settings menu () pane on the right. 
    OWA1.png
  2. At the bottom of this menu pane, click View all Outlook settings.
    OWA2.png
  3. Select Mail on the far left pane section and Rules in the middle pane.
    OWA4.png
  4. Add new rules or modify existing rules for processing incoming messages from this section.
    OWA5.png

Email signatures

  1. From the Settings menu (), select Mail.
  2. Click Layout to access further options.
  3. Next, click Email signature.

Automatic processing

You can also use the Settings menu () to customize shared Calendars as well.

  1. Open the Settings menu ().
  2. Click the Calendar button.
  3. Customizations to explore are available in the section on Automatic Processing.
    2017-01-31_14_23_09-Mail_-_Steven_Quirk_-_Outlook.png

Safe senders / Junk email

  • To manually add senders and recipients to your safe senders list, open the Settings menu () and click on Block or Allow.
  • From this menu you can choose to turn automatic filtering on or off, and add specific people or addresses to your safe list to keep them from being filtered into Junk.
    • You can also list specific senders or domains to your Blocked list, to always filter them into your Junk mail.
  • To learn how to set this, review the article here.

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