Office 365 Sending Mail from a Shared Account

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1 Office 365 Sending Mail from a Shared Account Who can send mail from a shared account? Any user who has been granted Send As access to the account. Who can grant access to a Shared Account? One person is granted Full Access to the account when it is set up in Office 365. This person is responsible for the account and can grant access to other WVU users to see and manipulate the content of the shared account. As an owner of the account this person automatically has the ability to send mail from the account. To grant the Send As permission for other users, however, the person responsible for the account will contact the OIT Service Desk and request the permission to be added. Add From and/or BCC field to your view 1. Click new message 2. Select the Options ribbon 3. Click From and BCC as you want to add them to the message view. This option will be on until you turn it off. Send mail from the shared account When sending a new message or replying to an existing one, confirm that the From: field shows the proper source. When using Send As from a Shared account, the From: field should be visible. If the right account name isn t displayed in the From: field, click the selection arrow to its right, and select the proper source. Sent Items management After a user gets Send As access to the shared mailbox, they will be able to reply to and send messages from the account. However, Office 365 saves the sent item in the users Sent Items folder and not the Sent Items folder of the shared account. Following are two suggested options for retaining a full record of communications in the account: 1. When sending or replying to mail, have the person add the shared account to the BCC field, and then move these messages from the shared Inbox to the shared Sent Items folder. This last step can be automated with a Rule. 2. Grant everyone who will be sending mail from the account write permission to the Sent Items folder, and then periodically, the users who are sending mail can move these messages from their own Sent Items folder to the Sent Items of the shared account.

2 Suggested methods for automating Option 1 in Outlook 2013 Create a quick step to automatically add the BCC into the message. Note: the following creates a Quick Step for replying to a message. You would need a separate Quick Step for a new message. Just substitute New Message for reply in step #5 below. 1. In the Home tab of the Mail task, click the down arrow to the right of the Quick Steps box. 2. A list drops down with two options: New Quick Step and Manage Quick Steps. Select New Quick Step, and a sub-menu of Quick Step templates appears. 3. Selecting any one of the templates opens a First Time Setup dialog with choices that apply to the particular task you selected. Because there is no template for Reply, choose Custom, which puts you into an Edit Quick

3 Step dialog: 4. Type a name for your new Quick Step in the Name box. 5. In the Actions section, use the selector to locate the Respond category (you ll probably have to scroll down to see it), and choose Reply as the action. When you do this, you ll note that Show Options appears below the Reply action. Select Bcc, providing the name of the Shared Mailbox as the recipient. 6. You re done adding actions. In the Optional section, however, you can choose a Shortcut key for your action, and you can provide Tooltip text that will appear when the mouse hovers over the Quick Step. 7. Click the Finish button to complete the creation of your new Quick Step. To try out your new Quick Step, you should be in the Inbox of the Shared Mailbox for which you set up the command. To find your Quick Step, you can look in the Quick Steps group on the ribbon, or you can right-click over a selected message and use the Quick Steps menu from there. Rules The person who has Full Access for the account can create a rule within the shared account to move these messages to the sent items folder. For example, the rule could search the From: field of incoming messages and if the sender matches the name of the account, move that item into the Sent Items folder. 1. In preparation for creating the rule, it would be easiest if you had an existing Bcc: mail message already inside the Inbox of the Shared Mailbox account.

4 2. Using Outlook Web Access, pull down the selector next to your account name (in the upper-right of the Office 365 window) and click on Open another Mailbox. 3. In the Inbox of the Shared Mailbox account, select a mail message upon which to base the new rule (See step#1 above). 4. Right-click over the selected message, and click on create rule... from the menu. 5. A New Inbox Rule pop-up window will appear. 6. In the Name box, type in a name for the new rule. 7. Select the checkbox It was received from. The quoted text to the right should be the name of the Shared Mailbox you are using. 8. Under Do the following, select Move the message to folder. To the right of that box, click the Select one.. link and browse for the folder to which you wish to have the messages transferred (i.e., Sent Items). 9. Click the Save button to save and exit this window. How to manually move Sent Items to another account Users who have sent or replied to messages via the Shared Mailbox account will have a record of the message stored in their own Sent Items folder. They could follow these steps to manually move the items to the proper Sent Items folder. 1. Click on the Sent Items within your account. 2. They should sort or filter the Sent Items so that messages sent via the Shared Mailbox will be displayed:

5 a. Right-click on the From header and sort, looking for the range that includes the name of the Shared Mailbox; or b. Using the Search box, enter From: <shared account> into the search field 3. Click on the first message in the list that is from the shared account. 4. Press and hold the Shift key on your keyboard and then click on the last item in the list. 5. Moving the messages by: a. Dragging the messages to the Sent Items folder in the shared account; or b. Right-click on the highlighted messages and choose Move To., selecting the Sent Items folder of the shared account.