It isn’t obvious, but you can setup and manage rules for shared mailboxes in Office 365 just as you do for users’ mailboxes. It isn’t obvious how to it is because you can’t administer these rules through the desktop client (or any other client) like you can with user mailboxes, and the settings for managing these rules doesn’t even appear to be available from the Office 365 or Exchange administration panel. Here are the steps to take:

  • Login to Office 365 with an account that has administrative access to the Shared Mailbox
  • Enter the following Url into your browser to get to the shared mailbox options page: https://outlook.office365.com/ecp/<email address>, where <email address> is the email address of the shared mailbox with the rules you want to manage.
    • For example, if your email address was info@contoso.com, you would enter the address https://outlook.office365.com/ecp/info@contoso.com
  • Click the “Organize email” section on the left menu

This method also works for editing user mailbox rules, provided you have access.

Note: As of this writing, Internet Explorer is the only browser I have tried that successfully adds a rule that involves a sent from or sent to criteria. Chrome and Firefox both give a CORS error because selecting people tries to open the contacts for the account, and that application is part of a different domain. The message I receive from Firefox is:

Load denied by 08:59:07.114 Load denied by X-Frame-Options: https://outlook.office.com/owa/#viewmodel=OwaOptionRichPeoplePickerViewModelFactory does not permit cross-origin framing.

Managing Global Rules

If you simply want to edit global rules that affects all mail flowing to/from your organization, you can follow the steps below:

Getting to the Exchange Admin Center

  • Login to Office 365 with an account that has administrative access to the Shared Mailbox
  • Open the Admin Center by clicking the “Admin” button
  • When the Admin Center opens, click the “Admin Centers” link on the left-side menu and choose “Exchange”

Managing Rules

  • From the Exchange Admin Center, there is a “Rules” link under the mail flow section. Remember, this area only allows you perform a limited set of actions, that does NOT include moving a message to a specific folder, as these rules are at a global level. The actions you can perform here are:
    • Forward the message for approval…
    • Redirect the message to…
    • Block the message…
    • Add recipients…
    • Apply a disclaimer to the message…
    • Modify the message properties…
    • Modify the message security…
    • Prepend the subject of the message with…
    • Generate incident report and send it to…
    • Notify the recipient with a message…