Office 365 : Tasks with Email

Overview

  • This article will show the common Email tasks in Office 365

1. Add another alias email to the user

The primary email address in Office 365 is usually the email address the user specified when their Office 365 was created. When a user sends an email to others, their primary email address is the one that usually appears in the From section of the email application. They may also have multiple email addresses associated with their Office 365 for business accounts. These additional addresses are called aliases.

For example, suppose that Micheal has an email address micheal@contosoco.com, but she also wants to receive emails at mic@contosoco.com because some people call her by that name. You can create alias for her so that both email addresses are in Micheal’s inbox.

You must have admin rights to do this.

  • In the Admin Center, visit the Active users page or select Users > Active users.
  • On the Active Users page, select the name of the person you want to edit.
  • On the right, in the Username / Email Aliases Email row, choose Edit.
  • Note: If you get the error message “A parameter cannot be found that matches parameter name ‘EmailAddresses,” it means that it will take a bit longer to complete your tenant setup or custom domain name if you have added recently. The setup process may take up to 4 hours to complete. Wait for a while for the setup process to finish, then try again. If the problem persists, call Support and they will perform a full synchronization for you.
  • On the Edit email addresses page, in the text box below Alias, enter the first part of the new email alias. If you have added your own domain name to Office 365, you can choose a domain name for the new email alias using the drop-down list. Then select Add.
  • When you’re done, select Save.
  • Wait 24 hours for new aliases to appear throughout Office 365.
  • The user currently has a primary address and alias. All mail sent to Eliza@NodPublishers.com and Sales@NodPublishers.com will go to Eliza’s Inbox.
  • When the user replies, the address in the From section will be his primary email alias. For example, suppose a message is sent to Sales@NodPublishers.com and it will arrive in Eliza’s inbox. When Eliza replies to the message, her primary email address will appear as the sender, not Sales@NodPublishers.com.

2. Create Share Mailboxes

2.1 Create share mailboxes and add members

  • In the Microsoft 365 admin center, go to Groups > Shared mailboxes.
  • Log in with an Office 365 global admin account or an Exchange administrator account. If you get the message “You do not have permission to access this page or perform this action” then you are not the administrator.
  • On the Add a mailbox page, enter a name for the shared mailbox. The wizard then selects an email address, but you can edit it.
  • Click Add. It may take a few minutes before you can add members.
  • In the following steps, select Add members to this mailbox. Members who will be able to view this message to this shared mailbox and reply.
  • Select the + Add members button. Put the checkmark next to the people you want to use this shared mailbox and click Save.
  • Select Close.
  • As such you have a shared mailbox and it includes a shared calendar. Now move on to the next step: blocking logins for shared mailbox accounts.

2.2. Block login of shared mailbox accounts

  • In the Microsoft 365 admin center, select Users > Active users.
  • In the list of user accounts, find the account for the shared mailbox (for example, change the view to unlicensed users) and then select the account.
  • In the properties section, click Block sign-in.
  • Note: If the account has been blocked, it will say Unblock sign-in.
  • In the edit logon section, verify that Block the user from signing in, click Save, and then click Close.

2.3. Allow people to view sent emails (reply emails)

  • By default, messages sent from a shared mailbox are not saved in the Sent Items folder of the shared mailbox. Instead, they are saved to the Sent Items folder of the person who sent the message.
  • If you want to allow everyone to view Sent email, in the admin center, edit shared mailbox settings and select Sent items> Edit.

2.4. Use the shared calendar

  • Step 1: In the Outlook application, go to the calendar view and select the mailing list.
  • Step 2: When you enter appointments, everyone who is a member of the mailing list will be able to see them.
  • Step 3: Any member of the shared mailbox can create, view and manage appointments on the calendar, just like they make private appointments. Anyone who is a member of a shared mailbox can see their changes to the shared calendar.

2.5. Forward emails sent to the mailing list

  • Step 1: In the admin center page, select the mailing list you want to edit.
  • Step 2: Select Email forwarding > Edit.
  • Step 3: Select On and enter an email address to forward incoming mail. It could be any valid email address. To forward to multiple addresses, you need to create a distribution list of addresses, then enter the name of the distribution list.
  • Step 4: Select Save.

2.6. Send automatic replies from a shared mailbox

  • Step 1: In the admin center page, select the mailing list you want to edit.
  • Step 2: Select Automatic replies > Edit.
  • Step 3: Select On and choose to send replies to people within your organization or outside your organization.
  • Step 4: Enter the answer you want to send to the people in your organization. You cannot add images, only text.
  • Step 5: If you also want to send replies to people outside your organization, select the checkbox, to whom you want to receive answers and enter text. There is no way to send it to people outside your organization and not to people inside your organization.
  • Step 6: Select Save.

3. Change your email address

Change your email address to use your custom domain with the Microsoft 365 admin center

  • Step 1: Sign in to Office 365 with your work or school account.
  • Step 2: Select Setup > Domains.
  • Step 3: On the Domains page, select Add domain.
  • Step 4: Follow the steps to confirm that you own your domain name and to change your email address.

You will be instructed to get everything set up correctly for your domain in Office 365.

4. Configure Centralized Inbox

If you want to make sure your users receive business-specific email notifications, for example from HR or payroll, you can configure Focused Inbox so that these messages reach the concentrate view. You can also control whether users in your organization see Focused Inbox in their mailboxes.

5. Create a signature and disclaimer of liability

Signature creation applies to all messages

  • Click the application launcher, and then click Admin.
  • Select Central Administration, and then click Exchange.
  • In Mail flow, select Rules.
  • Click the + (Add) icon and choose Apply disclaimers.
  • Name the rule.
  • In the Apply this rule, select [Apply to all messages].
  • In the Do the following section, select Append the disclaimer.
  • Click on Enter text and enter your disclaimer.
  • Click Select one and select Wrap as a backup option. Click OK. This means that if a disclaimer cannot be added due to encryption or other mail settings, it will be wrapped in an envelope.
  • Select Audit this rule with severity level. Then select Low, Medium, High to be used in the message log.
  • Select Enforce to turn on disclaimer immediately, unless you want to check it first.
  • Select More options to include additional conditions or exceptions.
  • Select Save when done.

6. Create, edit or delete a security group

6.1. Add a security group

  • Go to Groups> Groups.
  • On the Groups page, select Add a group.
  • In the Type drop-down menu, choose Security Group.
  • Enter a name and description for the group, then select Add > Close.
  • To add members, select the Security group on the Groups page and select Edit members on the Bulk actions for groups selected dialog.

Enter the name of the person you want to add to the Search box and then select Add.

Để xóa thành viên, chọn Remove bên cạnh tên của họ.

6.2. Delete a security group

  • Go to Groups > Groups.
  • On the Groups page, select a group by clicking its name.
  • In the Security group dialog, select Delete group > Delete.
  • Select Close after the group has been deleted.

6.3. Edit a security group

  • Go to Groups> Groups.
  • On the Groups page, select a group or select multiple groups by selecting the checkbox next to the group name.
  • Click Edit in the Security group dialog box to edit Members or Details.
  • You can edit the security group name and description in Details.
  • After you make changes on the Details or Members page, select Save and Close.

7. Configure email forwarding

  • Sign into Office 365.
  • Go to the Microsoft 365 admin center.
  • Select Users.
  • On the Active users page, select the user you want to forward email.
  • Scroll down to Mail Settings and expand using the drop down menu. Click Edit.
  • On the Email forwarding page, select Forward all email sent to this mailbox, enter the forwarding address and choose whether you want to keep a copy of the forwarded emails or not. If you do not see this option, make sure the license is assigned to the user account. Select Save.
  • To forward to multiple email addresses, create distribution lists, add addresses to that address, and then set up forwarding to point to the DL using the instructions in this article.
  • It is recommended that you do not delete the account of the user who is sending the email or deleting the license.
  • All emails sent to this mailbox will now be forwarded to Albellew@contoso.com.

8. Add users or contacts to distribution list

  • Sign in to Office 365 with your work or school account.
  • Select the app launcher icon and choose Administrator.
  • Select Groups in the left navigation pane.
  • On the Groups page, select the distribution list for which you want to add a contact.
  • In the Members section, click Edit.
  • On the View Members page, click or tap Add Members and select the user or contact you want to add to the distribution list.
  • Click Save and then Close.

9. Delete the license from the mailing list

  • In the admin center, go to Users> Active users.
  • Note: You will need to remove the license from the Active users page. You cannot delete a license from the Shared mailbox page because the license is a user’s installation.
  • Select the shared mailbox to view user details.
  • Next to Product licenses, select Edit.
  • Select Off, then select Save.
  • When you return to the Active users page, it may take several minutes for the user’s status to be refreshed to Unlicensed.

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