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Add mail rule to shared mailbox

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Friday, February 17, 2017 4:28 PM

I want to create a mail rule in a shared mailbox in Exchange Online.  The rule should be:

Apply to messages I receive

from a specific address

have server reply using a specific message

If I try to do this in OWA or using the shared mailbox's own profile in the Outlook client () I get an error pop up when I click on the 'a specific message' link saying:

"You don't have appropriate permission to perform this operation"

I don't actually need a specific message, I just want the server to handle the reply (not the client), but I can't get past this point without defining one, and I can't see how to give myself permission to do it.  I'm a full admin for the domain.

I can successfully create the same rule for a user, just not a shared mailbox.

All replies (3)

Friday, February 17, 2017 6:02 PM âś…Answered

I called Microsoft support and they answered this question for me.

In order to create/edit that aspect of the rule in Outlook (or OWA I'd guess) you need to be logged into Outlook using the profile of the shared mailbox.

I was logged in using a profile for the shared mailbox but I'd used the credentials for my own account (which had full admin access to the shared mailbox).

I reset the password for the shared mailbox in the O365 admin portal (I'd no idea a shared mailbox, which doesn't use a license, would have a password) then used that to create a new Outlook profile, and then the rule.

Hope that helps someone else along the way.

Monday, February 20, 2017 8:53 AM

Well, thanks for your sharing and efforts.

Best Regards,

Allen Wang

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Saturday, December 8, 2018 10:55 PM

That's the correct answer. Here are the step by step instructions to create a mail profile for the shared mailbox with Outlook. 

https://anandthearchitect.com/2018/12/08/how-to-open-shared-mailboxes-in-outlook-with-its-own-mail-profile/

Anand