Frequently Asked Question

Emaill - Shared Mailbox - Set an Out Of Office (OOO) or Automatic Replies on a Shared Mailbox
Last Updated 3 years ago

If you have been given permission to open another mailbox in your Office 365 organization, you can open it on-line in Office 365 Webmail (Outlook Web App (OWA)):

  1. Go to
  2. Sign-in to your own email
  3. Select your profile circle in the top RH corner
  4. Click on Open other mailbox from the drop down list menu:
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  6. Start typing the email address of the Shared mailbox in the "Open another mailbox" pop-up.
  7. Select the appropriate Shared Mailbox.
  8. Click on Open
The Shared Mailbox will open in a new browser tab.
To set the OOO Message:
  1. Once in the shared mailbox tab:
    1. Select the Settings cogwheel near the top RH corner
    2. Click on "View all Outlook settings" at the bottom of the fly-out pane.
  2. In the Email Settings window, select Automatic replies and enable and configure as appropriate:
  3. image
  4. Click Save to save the OOO settings
NOTE: out-of-office messages/automatic replies are only sent back to each sender ONCE during the period the OOO message is set.

If the requirement is for senders to receive an auto-response every time they send an email to the shared mailbox, the mail admin will need to create a mail "transport rule" to accomplish this.

If that is the case, open a support case and specify the text to be used and whether the same message, a different message or no message is to be sent in response to emails from people inside the company.

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