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In Outlook you are able to forward messages from a shared account to an individual account.

 Instructions

 1. Log into Outlook Web App (OWA) utilizing your Outlook email address and password.


Figure 1: screenshot of the OWA login

2. Click on your name to open other mailboxin the upper right corner.

a. Input the email address of the shared account (i.e. alert@csulb.edu).

b. Select open (the shared account will open).


Figure 2: screenshot of the "open other mailbox" screen where you enter the email of the shared account

3. Select options, set automatic replies in the upper right corner.


Figure 3: screenshot of the "options" screen where you set automatic replies

4. Select inbox rules.


Figure 4: screenshot of the "mail-options" screen where you select inbox rules

To create a new rule:

5. Select new, create a new rule for arriving messages….

a. A new inbox rule screen will appear.


Figure 5: screenshot of the "inbox rules" screen where you select new, create a new rule for arriving messages

6. On the pulldown "when the message arrives, and:" select apply to all messages.


Figure 6: screenshot of the "when the message arrives, and:" where you select apply to all messages

7. On the pulldown "do the following" select redirect the message to….


Figure 7: screenshot of the "do the following" where you select redirect the message to

8. The address book screen will appear.

a. Type the name of the intended recipient.

b. Select search icon.


Figure 8: screenshot of the "address book" where you type the name of the intended recipient and select search icon

9. Double click the intended recipient to select them.

a. Once you have done this, their name will appear in the "to" box in the lower right corner.

b. Additional recipients can be added by following steps 8 and 9.

c. Select OK in the lower right corner.


Figure 9: screenshot of the "address book" where you double click the name of the intended recipient and select OK in the lower right corner

10. You will be taken back to the new inbox rule screen.

11. Select save in the lower right corner.


Figure 10: screenshot of the "edit rule" screen where you select save in the lower right corner
To create a new rule (add additional recipients):

12. Double click rule to be modified.


Figure 11: screenshot of the "mail-options" screen where you double click rule to be modified

13. The inbox rule screen will appear.

a. Select the link to the right of "redirect the message to…" which contains recipients names.


Figure 12: screenshot of the "edit rule" screen where you select the link to the right of "redirect the message to…" which contains recipients names

14. The address book screen will appear.

a. Repeat steps 8 and 9 above.


Figure 13: screenshot of the "address book" where you double click the name of the intended recipient and select OK in the lower right corner


NOTE: It is important to utilize the "To create a new rule (add additional recipients):" instructions above when a rule already exists in lieu of creating a new rule, as the new rule's default will stop processing other rules in this shared account. In other words, the previous rules in which recipients are selected will no longer receive the forward messages to their personal account. However, steps 15 and 16 below explain an alternative to this.

15. After creating an additional rule select more options… at the bottom of the screen.


Figure 14: screenshot of the "new inbox rule" where you select more options at the bottom of the screen

16. Uncheck "stop processing more rules" towards the bottom of the screen. This will assure previously created rules will remain in effect.


Figure 15: screenshot of the "new inbox rule" where you Uncheck "stop processing more rules" towards the bottom of the screen


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Message, forward, outlook, shared
PLEASE COMPLETE CONTACT INFO:
Your Name: Lori McCoy
Your Email Address: lori.mccoy@csulb.edu
Your College/Dept: ITS