Manage Shared Mailboxes in Outlook

Smart ways to effectively manage a Shared Mailbox in Outlook

Manage your Shared Mailboxes in outlook more effectively

Managing a shared mailbox in Microsoft Outlook is similar to how you might manage your own personal mailbox, in some ways… but in other ways, it is very different. 

Because a shared mailbox is jointly owned, some of the normal features that work in your own mailbox, either don’t work the same, or don’t work at all in the shared mailbox. (think email flags for instance.)  Understanding these differences, can help you manage this mailbox in a uniquely different way.

The importance of clear usage guidelines

Those people who already use a Shared Mailbox, well understand the importance of everyone using the mailbox in the same way. So at the start of the training, we spend a bit of time reinforcing the point that for a shared mailbox to be managed effectively requires everyone to follow the same process. Clear guidelines need to be put in place!

In this practical, hands-on session, we’ll show you how to take control of your shared mailbox and make it work for your team—not against it. You’ll learn how to manage incoming emails, assign responsibility, track follow-ups, and avoid the dreaded “double-up” where two people respond to the same message. We’ll also cover how to use categories, flags, and rules to keep things running smoothly.

Who is it for?

Our Manage a Shared Mailbox in Outlook training is a very unique program aimed specifically at helping anyone who has access to a shared mailbox to better manage this more effectively with less duplication of effort. Attendees will learn to use the full range of tools available in Microsoft Outlook to better manage their shared mailboxes.

Whether you’re part of a customer service team, managing a group inbox like info@ or support@, or simply collaborating with others, shared mailboxes can help streamline communication and reduce duplication of effort.

Expect to be surprised at what you didn’t know! This session is ideal for anyone who regularly works in a shared mailbox environment and wants to improve clarity, accountability, and productivity.

Course Outline 

Understanding Shared Mailboxes

  • What they are and how they differ from personal mailboxes
  • What works the same and what doesn’t
  • Setting clear guidelines for using your SMB

Explore the various options for tracking the status of emails in your SMB

  • Your “replying” options
  • Using dedicated Email Folders
  • Using dedicated Categories
  • Cusomised Comments Column (A unique solution)

Email Search and Folders & Filtered Views

  • Using Email Search in your SMB
  • Using Email Folders
  • Using advanced Views/Filters to view your SMB making it easy to see who is actioning what

Calendar & Task Management

  • Using the shared calendar effectively
  • Scheduling meetings from the shared mailbox
  • Assigning and tracking tasks collaboratively

More advanced tips to use in your Shared Mailbox

  • Automating responses and triage options
  • Using Email Templates
  • Setting up rules for incoming mail
  • Using Quick Parts

 

Flexible Delivery Options

We can tailor our Outlook training for Shared Mailboxes to suit your organisation or team’s individual needs. We have a number of flexible delivery options. It can be delivered to a group or can be tailored for delivery as a coaching program for smaller groups.

  • Face-to-face
  • Online & interactive
  • 1-1 coaching either in person or online