How to Configure Rules and Settings in a Shared Mailbox.

Q. How can I automatically sort emails that arrive in a shared mailbox into folders? Also, please let me know if there is anything I should be aware of when configuring the settings.

A. You can sort emails into folders by setting up rules in the shared mailbox.

*Before setting up any rules, please explain the changes to the members who use the shared mailbox and obtain their approval.

【How to Set Up Folder Sorting Rules】

1. In the browser’s address bar, enter the following URL to open the shared mailbox.
   
   https://outlook.office.com/mail/{Shared Mail Address}
   
   *The part labeled {Shared Mail Address} should contain a shared mail address in formats such as (●●●@t.gifu-u.ac.jp, ●●●@t.mail.nagoya-u.ac.jp, or ●●●@t.thers.ac.jp).
    
2. Click the gear icon to open the settings for the shared mailbox, then select "Mail" → "Rules".

   
   
    

3. Create a New Rule

   1. Click "Add new rules".

      
       

   2. Configure the following items:
      　① Name your rule
      　② Add a condition (3-3)
      　③ Add an action (3-4)
      　④ Add an exception (3-5)
      *If you make a mistake, you can click "Discard" to start over.

      
       

   3. When you click "Add a condition" a list of options will appear. Select the one that best fits your needs.

      
       

   4. Enter the detailed conditions.
      (If you selected "Sender" as the condition, specify details such as the sender’s email address.)

      
       

   5. Add another condition if needed (only “AND” conditions are supported). The setup procedure is the same as in sections 3-3 and 3-4.

      
      
       

   6. When you click "Add an action" a list of options will appear. Select the one that best fits your needs.       (If you selected "Move to the specified folder", specify the folder to which the message should be moved.)

      

      Attention

      The "Forward" setting is prohibited for shared mailboxes.
      For example, if a personal email address is left configured here, emails from the shared mailbox of the previous department may continue to be forwarded even after someone transfers to a new position. This poses information management risks and could potentially cause information security incidents. Do not use this setting under any circumstances.
      
       
   7. If you want to configure multiple actions (e.g., move the message and mark it as read), click "Add another action" to set up the second operation. The setup procedure is the same as in section 3‑6.
      

       

   8. You can configure exception conditions. Click "Add an exception" and set the desired conditions.
      *The procedure for setting exception conditions is the same as in sections 3‑3 and 3‑4.

      
       

   9. Make sure that "Stop processing more rules" is checked. Once you have finished configuring the rule, click "Save".
       
   10. Rules are applied from top to bottom. If you have created multiple rules, you can change their order by clicking the up or down arrow displayed to the right of each rule. You can also temporarily disable a rule by turning its toggle switch off.

       
        

   11. By clicking the three‑dot menu for each rule, you can immediately run the rule, edit it, or delete it.

       
        

       You can also view the description of each rule by clicking its collapse button (∨).

       
        

4. Attention

   1.  The "Forward" setting is prohibited in the same manner as the "Forward" described in section 3-6.