Outlook and sharing emails

Jock · 6 Mar 2015 at 14:10

We had a system set up at the last place i worked which was pretty good and the new place are looking for something similar so hoped someone might be able to shed some light on how exactly I would go about this.

We have say 8 individuals in the office, all who have outlook which receives emails from their own respective accounts. But short of going on someone elses computer theres no means of sharing emails.

What I want is to have some folders on the server which everyone in the office can see on their own outlook, allowing them to drag and drop emails for everyone to see. The idea being that each job in the office would have its own folder, into which individuals would drag and drop emails about the specific jobs.

Is this something thats easy enough to set up or not?

Thanks

GAM8LE · 6 Mar 2015 at 14:14

It is indeed.

I have the same thing in work. We created a generic mailbox with a "team name" and a "team" email address.

So anyone who wished to email, emailed that email address and it arrived in that mailboxes inbox.

Within the mailbox we have folders for each employee so each person just drags and drops the emails they wish to deal with.

Only thing you need to do is add the new mailbox to each persons current exchange account and it will be visible for them

Alternatively, you could set up a public folder along with a distribution list and create a rule for all DL based emails to go into that public folder. Only issue with that is, someone could do a job twice as it would go to their personal email - plus the public folder

Jock · 6 Mar 2015 at 15:03

Good stuff, that gives me something to go from at least.

Thanks

Caged · 6 Mar 2015 at 19:50

It's called a shared mailbox. What mail server do you use?

GAM8LE · 6 Mar 2015 at 21:44

If its exchange use the exchange manager to set it up. You may need to create an owner to create the permissions. There are a few guides based around exchange & o365

Jock · 7 Mar 2015 at 08:09

I believe its gmail. I know it's not exchange but can look into getting that if required.

Caged · 7 Mar 2015 at 17:24

Google Apps doesn't do shared mailboxes. It has a groups feature but you can't use it in Outlook.