Add Rules to a Shared Mailbox in Office 365

Add Rules to a Shared Mailbox in Office 365

Here is how to add rules to a shared mailbox in Office 365Add Rules to a Shared Mailbox in Office 365 - Account Settings

  1. In Outlook go to File-> Account Settings
  2. On the Email tab select New
    1. In the Your Name field, enter a name for the account ie: the email address or whatever you would like.
    2. In the Email Address field, enter the email address for the shared account.
    3. In the Password field, enter the password for your email account (your full mailbox) since the shared mailbox doesn’t have a password.
  3. Click Next.
  4. Click Sign in with another account.
  5. Enter your email address here, again use an account that is a full mailbox, not a shared mailbox.
  6. Click Finish. You may need to restart Outlook for the changes to take effect.

The mailbox will appear in Outlook exactly the same as it did before, but now you can apply rules to it.

 

 

 

To create a rule for the shared mailbox do the following:Add Rules to a Shared Mailbox in Office 365

  1. Go to File-> Manage Rules and Alerts or on the ribbon click Rules, then Manage Rules & Alerts.
  2. On the Email Rules tab, select the shared mailbox from the drop down menu labeled: Apply changes to this folder.
  3. Click New Rule and proceed to create your rule.

If you would like us to help with adding rules to a shared mailbox in Office 365 contact us here.

2020-04-05T17:39:24-05:00April 5th, 2020|Office 365|0 Comments

Keeping Control of Your Business with Office 365

Keeping Control of Your Business with Office 365 Keeping Control of Your Business with Office 365

Office 365 represents a complete shift in the way we interact with modern business computing. If you haven’t been introduced to it yet, now could be the time. Similar to the Microsoft Office desktop package that businesses have relied on for decades; Office 365 does even more to provide the critical tools you need to modernize your business environment and take control of your business.

Built with the cloud in mind, Office 365 allows you to access and modify your documents from any computer, tablet, or smartphone worldwide. These same cloud capabilities bring benefits to collaboration too. Groups and teams can work on a single document or group of files at the same time to maximize productivity and save time ahead of tight deadlines.

Safety, accessibility, and productivity are some of the amazing benefits Office 365 has introduced to modern business. Each one has clear, but obvious benefits that can be applied.

This article breaks down the less obvious, but equally important aspects of Office 365 that could apply within your firm. These features, unique to cloud-ready office packages, allow you to regain and maintain control of your business in any working environment.

Bringing You Additional Resources

There are times on projects where you need to collaborate with external contractors. Whether utilizing a skilled sales copywriter, data entry processor, or extra software developer; your business should be able to make full use of a boost in manpower when it needs it. To do this, you need to provide access to internal resources and systems.

A difficult balancing act comes from providing useful access without exposing confidential or sensitive data held internally. More than just personal preference, restricting access to sensitive data can be a key requirement of modern regulations governing business and commerce.

Rather than providing open access to everything you hold, Office 365 makes it possible to share individual files or entire folders one at a time. Privacy settings give you the power to tailor the amount of system access you provide right down to the individual file.

Files can be protected with edit only or view only access to protect data against unintentional, malicious, or unauthorized changes. When the project reaches its conclusion, access rights for external users can be revoked to revert documents and files to internal staff access only.

Keep Everything Together in The Right Place

Making use of Office 365 provides your business with a single, central platform for company communication and data storage. A unified system means less business time spent on staff training and getting to know the system.

Using a single system means your data is always located in a location where you know how to access it. Data transfer and file sharing are made easy for everyone across the firm. Simply modifying permissions or sharing links provides access to critical files to anyone with an authorized account.

Account Based Service

Office 365 accounts-based services make reflecting the structure of your physical business in its digital systems simple and straightforward. Using your unique domain to identify your business, each staff member can be reachable to both internal staff and external firms.

For Example, [email protected] may be the address of your sales coordinator or financial director. Using a unique business-based address provides both a professional point of contact and useful account management system. It also provides a simple way to redirect inquiries within the company.

If [email protected] was the primary point of contact for suppliers to your business, vital emails might otherwise be ignored or lost completely when Jane is unavailable. Office 365 services make it easy to redirect all emails sent to Jane’s address to [email protected] instead.

These simple but highly effective tools make sure you don’t miss vital communications from suppliers, contractors, or customers. This suite of tools gives you a competitive advantage to ensure queries never ‘fall through the cracks’ and your business retains a highly professional reputation.

Keeping in complete control of your business doesn’t have to mean sacrificing extra hours, laborious micromanagement, or building complex and costly systems. Office 365 allows you to keep control of your business easily and without hassle.

You’ll be surprised at the difference Office 365 can make to the way you manage your firm. Call us at 319-227-7000 today to help set you up and running using Office 365 the right way.

2019-03-25T12:53:56-05:00April 16th, 2019|Office 365|0 Comments

Using Office 365 to Organize Your Work Day

Using Office 365 to Organize Your Work DayUsing Office 365 to Organize Your Work Day

Most of us can admit that we have lost track of time during the workday on occasion. Sometimes time can get away from you, particularly when you’re busy. Often you can be running late before you know it and wondering where the day has gone. Find out how using Office 365 to organize your work day can make your day more streamlined.

Luckily, there is a wide range of technology solutions to help put you in charge of your to-do list.

Office 365 Calendar

We’re often guilty of spending the entire day stuck just in Outlook. In addition to taking up your time, there are a range of features that can help you make the most of it too. With simple tools and tweaks, you’ll be able to manage your calendar like a pro.

Office 365 Calendar allows you to make quick changes, alter your diary, and update items on the go. The Calendar interface allows events and items to be picked up and moved to a different time or date with ease.

Many think of calendar packages in terms of old desktop applications of years gone by. Events, once input, were almost impossible to change, alter, or remove. In old applications it was easier to go without a calendar at all than attempt to use the one included.

The biggest advantage Office calendar has is the ability to access and update it from anywhere. With 2-way sync appointments, meetings, and events can be updated anywhere and accessed everywhere. The days of no longer being able to look at your calendar because you’re not at your PC are long gone now.

Today you can add events straight from your email with a simple click. Participants in events can be contacted with reminders automatically. You can even schedule your own reminders before the event too. Using your calendar to stay on top of your day has never been easier.

OneNote

Office 365 additionally offers OneNote too, an indispensable tool that you shouldn’t do without.

OneNote acts as a virtual notebook to keep your ideas, projects, and notes in line. Using OneNote enables you to power-up your text with drawings and diagrams, tailor your projects with color coding, and record your thoughts with media clips all in one location.

OneNote is the ultimate record keeping tool that you simply can’t go into a meeting without. Physical notebooks begin to seem like a relic of the past, limited by old constraints that no longer apply.

Microsoft To-Do

Included with Office 365 is Microsoft’s To-Do application. To-Do offers simple, straightforward to-do list that makes it easy to plan your day.

Whether plotting your school work, planning your projects, or keeping on top of your home life, To-Do is designed to boost productivity and make the most of your time. The simple interface makes it easy to use and the instant reward for checking of tasks makes it well worth your while.

To-Do sorts your tasks into lists, which are combined into a single day view. The view of your day provides a clear, clutter-free list of tasks to be done. The application syncs with all your devices to give you access from anywhere. This empowers you to quickly add, change, schedule, and tick off tasks as you go.

Keeping On Top Of The Day

Losing track of time is easy to do. It doesn’t take much before your day seems completely off-balance and impossible to retrieve. With these tools from Office 365 and a tiny bit of planning, your days can become more productive than ever.

Back on track, you’ll no longer have to spend your free time making up for lost time. Your spare time will be your own again and everyone will wonder how you manage to remain so productive.

Give some tech tools a try today and you’ll wonder how you ever managed without them.

Contact us Now 319-227-7000

2018-11-26T15:36:16-06:00December 4th, 2018|Office 365|0 Comments

3 Reasons Why All Homes Should Have Microsoft Office 365

3 Reasons Why All Homes Should Have Microsoft Office 365Microsoft Office

Microsoft Office has been THE office suite for more than a decade, whether it’s for businesses or students doing their homework. Other applications have come and gone, but it’s expected that most people will be doing their work in Word, Excel or PowerPoint. While you may have an older version of Office that you love, there are three good reasons you should upgrade to Microsoft Office 365.

It’s more accessible: Office 365 operates in the cloud, which means you can use your Word, Excel, Outlook and other office products from anywhere. This means no more forgotten homework, files you can’t access until you get to work or lost documents. The cloud has them all ready and waiting for you, wherever you are. Save important files to a USB drive or your computer and use the cloud versions as your mobile copy, there really are no restrictions on how flexible Office 365 can be.

Another benefit is that since it’s in the cloud, the barriers between Mac and PC versions have been erased. It runs on both platforms and on any device – iPhones, iPads, Android, tablets and many other smart devices. A hefty allocation of cloud storage comes with it too, in the form of OneDrive, so you can access your documents from any device. Many people have started using their OneDrive to store all of their important data, including photos, media and recipes. You can even share your files with a simple link, and you always have complete control over who sees what.

It’s more affordable: Previously, there was a large upfront cost per computer and you were stuck with that version until you dug deep and upgraded. For people with more than one computer in their home, for example 2 laptops and a desktop, this was a very expensive way to obtain software. Office 365 has no large upfront costs, no matter how many computers or devices you need to install it on. It’s actually a monthly or annual subscription for a small amount, with no contracts. Depending on your location (pricing differs across countries), you can have five Office 365 licenses for a whole year, for less than the cost of your previous version.

It’s always updated: You are always rocking the latest version of Office. You aren’t stuck with the one you paid for years ago, like Office 2007 (unsupported), 2010, 2013 or 2016. Office 365 is always the very latest. If you’re still using an older version, you’ll be surprised by how much Office has evolved. Gone are the annoying paperclip helpers, tacky looking clipart, templates and confusing buttons. Everything is intuitive and easy to use, so you no longer need to take classes or tutorials on how to work it. Even the jargon has been stripped out in favor of human-speak so you can get your tasks done faster and finally break up with the undo button. With the latest features, your files also take on a whole new level of professionalism. Plus, any updates, upgrades or patches happen automatically, so whatever Microsoft cooks up to impress you is added to your Office immediately. In the past, when you upgraded your Office version it was quite the drama and often left your files in a mess. Switching to Office 365 is like a breath of fresh air in this regard, as it’s essentially a sign up and go situation. Older files remain intact, your hard drive doesn’t get cluttered, and you’re up and running in minutes.

With Office 365, you’re essentially getting more while spending less. It’s a popular option for good reason. The fact that it’s always available, always the latest version and works anywhere is reason enough to make the switch, particularly if you have students or work-at-home users. The baked-in security features also mean you’re less at risk of cyber-attack, so you can get on with your tasks and let Microsoft deal with the dirty work. It really is a stress-free solution, saving you time and money.

Switch to Microsoft Office 365 – call us today at 319-227-7000

2018-10-06T22:19:58-05:00August 14th, 2018|Office 365|0 Comments

Exchange Server Migrations in Cedar Rapids, IA

Exchange Server Migrations in Cedar Rapids, IA

If you are looking for Exchange Server Migrations in Cedar Rapids, IA and surrounding communities of Waterloo, Iowa City, Marion and Hiawatha consider IT Professionals of Iowa, LLC your best choice. Affordable Computer Repair Service. Networking, server and workstation support.

Exchange Server Migrations in Cedar Rapids, IA

Contact us Now 319-227-7000

2018-10-07T14:12:52-05:00November 18th, 2017|Email, Office 365|0 Comments

Exchange Account: Unable to Verify Account Information.

Exchange Account

Unable to Verify Account Information

Here are some things to try if you are getting the error message Exchange Account Unable to Verify Account Information on your iPhone or iPad.

  • Delete your Exchange account and reconfigure it.
    • Go to Settings > Mail > Accounts >  Exchange Account > Delete Account
  • Next, reset your wireless network.
    • Go to Settings > General > Reset > Reset Network Settings
  • Restart your device.
    • Press and hold the Sleep-Wake button until you see the slider then slide to power off the device.
    • Turn your device on by pressing and holding the Sleep-Wake button until the Apple logo appears
  • Add your Exchange Account again
    • Go to Settings > Mail > Accounts > Add Account
    • If you see a prompt that asks “Cancel, Trust or Continue,” select TRUST
  • Check Cellular Data Settings
    •  Go to Settings->Cellular->Scroll to “Use Cellular Data For” and make sure both “Mail” and “Settings” is enabled
  • Toggle Connections ON or OFF
    • Toggle Airplane Mode ON and OFF
    • Turn WiFi OFF and add your account using Mobile Data instead
  • Domain Name
    • The Domain field may not be necessary.  Make it blank and try again
    • For username, add the domain name first, e.g. domain\username
  • Turn Off SSL
    • Go to Settings  > Mail> Account > Exchange account > Account > Advanced. Turn off USE SSL

Contact us Now 319-227-7000

2017-10-17T00:33:43-05:00October 17th, 2017|Hosted Exchange, Office 365|0 Comments

GoDaddy Office 365 Migration

GoDaddy Office 365 Migrationgodaddy office 365

GoDaddy Office 365 is quite limited compared to other vendors’ versions. Some of the limitations include a severely crippled admin panel, no provision for two-factor authentication, very little support from GoDaddy O365 support. They will refer you to Tier 1 Microsoft support which typically takes hours to work through issues.

Since these issues are not present with other vendors such as AppRiver, we strongly suggest you do not start with GoDaddy O365, however, if you do and are now running into these limitations we can migrate you to a vendor without limitations and amazing support.

If you would like to do the migration yourself, here is an overview of the process. It is very important that you understand completely before proceeding, otherwise, loss of mail may occur. If you have any questions call us for migration assistance at 319-227-7000.

A domain name (ex. domain.com) cannot exist on 2 different O365 accounts at the same time. It will need to be removed from the old O365 plan before being added to the new one. During this process, there is potential for mail loss if the domain doesn’t exist in either location. In order to avoid bounce backs and mail loss, we recommend mail flow be sent through a spam filter such as AppRiver’s SecureTide. SecureTide then has the ability to place mail on hold while the domain name is being moved.

With that in mind, below are the steps to follow. To be clear, when I use the term Source and Destination below, the source is the old subscription and the destination is the new subscription. If at any time you have questions, please give us a call!

Phase 1 – Setup

  1. Change your MX records to point to the spam filter (SecureTide). Mail will now flow to the Spam filter then back out to current/Source O365 subscription.
  2. Collect details on all the entities that live on the source O365 account and create them on the destination O365 account. (Users, Groups, Aliases, Contacts, Resources, Shared Mailboxes, Public Folders etc.). They will be created using the “.onmicrosoft.com” address.

Phase 2 – MigrationWiz

  1. Once that is done go to https://migrationwiz.bittitan.com and sign up for a free account and create a project. The users for source AND destination should be setup using the “.onmicrosoft.com” address, Not the domain.
  2. Once users are added to the project run a “Verify Credentials” pass to test credentials.
  3. Once all users show complete for verification run a “Pre-stage Migration”.
  4. At this point, you are waiting for the first pass to be done so you can do the cutover.

Phase 3 – Cutover

Warning: Removing and adding the domain can take anywhere from an hour to 24 hours in extreme circumstances.

  1. To begin, call AppRiver Support and ask to put the mail put on hold. Mail will now queue up in the Spam filter (SecureTide) and will no longer be delivered. (Later it will be released and delivered as expected.)
  2. Run a “Full Migration” pass in MigrationWiz. This is the last and final pass as no new mail will come into those old mailboxes.
  3. On the source, edit the users, groups, contacts, shared mailboxes, etc and switch the domain associated with it to the “.onmicrosoft.com” address. You cannot remove a domain if any of those are using it still.
  4. Call GoDaddy and cancel your O365 plan. This will allow your domain to be used in the new O365 plan at your new vendor.
  5. Add and verify the domain in the new O365 Subscription via the “Domains” Section in O365 Admin center.
  6. Change all of the destination Users, Groups, Contacts, Shared mailboxes, etc back to using the “domain.com” address (instead of “.onmicrosoft.com”).
  7. From here you have two options for mail flow. Are you going to continue to use spam filtering? Or are you only using it for the mail hold during the migration process? (We strongly suggest keeping the SecureTide service).
    1. Keeping SecureTide – Call into support and have them take off the mail hold and release the mail to the new MX record. Have them confirm that the new O365 MX record matches the old one. It CAN change between subscriptions. If it doesn’t then they will have to update to the new MX in order to avoid mail loss.
    2. NOT keeping SecureTide –  Update your public MX record with the new O365 MX record. Then call support for them to release mail. Same considerations as above. Make sure the new MX record is correct before release.
  8. Setup the new profiles and mobile devices.

Contact us now at 319-227-7000 for your GoDaddy Office 365 migration needs.

2018-10-06T20:15:23-05:00September 11th, 2017|Email, Office 365|0 Comments

Office 365 Support Des Moines, IA

Office 365 Support Des Moines, IA

 

We offer Office 365 support, upgrades, and migration services for small businesses in Des Moines, Iowa.

We specialize in migrating small businesses from older Microsoft Office versions and non-Microsoft email platforms to business class Microsoft Exchange based email. It can be very confusing to select the right version Office for your small business since there are so many versions with different applications and with or without email service. Let us help you get the right software for your business.

Office 365 Support Des Moines, IA

Give us a call at 319-227-7000 or fill out our contact form for more information on the correct version of Office 365 for your small business.

2017-03-16T16:43:38-05:00January 17th, 2017|Office 365|0 Comments

Office 365 Overview

Contact us Now 319-227-7000

2016-11-10T14:33:01-06:00November 10th, 2016|Office 365|0 Comments

Office 365 Support for Cedar Rapids, Des Moines, Iowa City, IA

Office 365 Support for Cedar Rapids, Des Moines, Iowa City, Waterloo, IA

 

We offer Office 365 support, upgrades and migration services for small businesses in Cedar Rapids, Des Moines, Iowa City, Coralville and Waterloo Iowa.

We specialize in migrating small businesses from older Microsoft Office versions and non-Microsoft email platforms to business class Microsoft Exchange based email. It can be very confusing to select the right version Office for your small business since there are so many versions with different applications and with or without email service. Let us help you get the right software for your business.

office 365 support

Give us a call at 319-227-7000 or fill out our contact form for more information on the correct version of Office 365 for your small business.

2017-03-16T16:43:49-05:00March 25th, 2016|Office 365|0 Comments