Organize a Shared Mailbox and aliases using Inbox rules

Quickly configure and manage a shared mailbox using the Outlook for the Web or PowerShell.

Since several versions of Exchange Server and Office 365 you can use shared mailboxes to provide users access to a centralized mailbox.

In this quick post I would like to show how you can easily organize incoming emails if you also have configured different aliases for the shared mailbox.

Let’s say you have a shared mailbox called info@mydomain.com and you have configured several aliases like marketing@mydomain.com and events@mydomain.com.

From there you would like to move incoming mails directly to sub folders in your info@ mailbox. In a shared mailbox this is only possible using the message header. There are two ways to achieve this goal. First using Outlook / Outlook for the web and / or PowerShell. 

CONFIGURATION with Outlook for the Web

Make sure you have the right permissions to manage the mailbox and open the shared mailbox (link to how-to).

Select Settings search for options and choose Message options – Choose your message options

  • Select Inbox and sweep rules and create a new inbox rule
  • Give a Name to the rule. Browse to When the message arrives, and or matches all of these conditions – It includes these words – in the message header – type in your alias for the mailbox (alias@mydomain.com)
  • Browse the condition Do all of the following – Move the message to a folder… Select your folder where the message should be moved to
  • If needed select Stop processing more rules and save (OK) the rule
  • The final result should look like this:

CONFIGURATION with PowerShell

First connect to Exchange Online using PowerShell. If you’re not familiar with connecting to Exchange Online using PoSh. please refer to this link.

Set-ExecutionPolicy RemoteSigned
$UserCredential = Get-Credential
$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
Import-PSSession $Session -AllowClobber

If you like to add a new alias to your mailbox, you can use the Set-Mailbox cmdlet like this command:

 Set-Mailbox "info" -EmailAddresses @{add="alias@mydomain.com"}

Use the New-InboxRule cmdlet to organize the shared mailbox by adding new rules. Make sure the subfolders exist in the mailbox:

New-InboxRule -Name ""yourAlias"@mydomain.com - Move to "YourFolderName"" -Mailbox info -HeaderContainsWords "alias@mydomain.com" -MoveToFolder ":\Inbox\YourFolderName" -StopProcessingRules $false

There are much more settings to add. Feel free to post a comment to contribute this post!

#ConfigMgr 1702 released – Enable FastRing

Yesterday Microsoft released the new Current Branch version 1702 of ConfigMgr. The update will bring a lot of new features. For a detailed overview visit the docs.microsoft.com site.

Be aware that the support for following products dropped with the version 1702:

SQL Server 2008 R2, for site database servers. Deprecation of support was first announced on July 10, 2015. This version of SQL Server remains supported when you use a Configuration Manager version prior to version 1702.

  • Windows Server 2008 R2, for site system servers and most site system roles. Deprecation of support was first announced on July 10, 2015. This version of Windows remains supported when you use a Configuration Manager version prior to version 1702.
  • Windows Server 2008, for site system servers and most site system roles. Deprecation of support was first announced on July 10, 2015.
  • Windows XP Embedded, as a client operating system. Deprecation was first announced on July 10, 2015. This version of Windows remains supported when you use a Configuration Manager version prior to version 1702.

 

If you’re not seeing the update in you console and your ConfigMgr Server is running in the online mode using the Service Connection Point (available with Version 1602 and later) , you can enable the Fast Ring using the TechNet gallery PowerShell script.

2017-03-28 07_37_02-S2023 - ConfigMgr

  • Force an update check in the CM console
  • The new update starts to download. You can verify that in the dmpdownloader.log file.

After the upgrade you will have installed following version numbers:

Version 1702
Console Version 5.000.8498.1400
Site Version:5.0.8498.1000