Shared Mailbox Rule Editing Issue in Outlook

Question

Steps to create a rule in Outlook (OLK) for a shared mailbox:

1. In OLK, select an email in the shared inbox.
2. Search for the phrase "DMARC report."
3. Use the "Create Rule" wizard to create a rule that moves an email in the shared inbox to a sub-folder named DMARC in the shared mailbox.
4. Create the sub-folder DMARC within the wizard, add additional details, and test the rule.
5. The rule works as expected.

Steps to edit the rule:

1. In OLK, click on Rules > Manage Rules & Alerts.
2. Select the rule to edit its criteria.
3. Add an additional phrase: "This is a DMARC aggregate report from Microsoft Corporation" to locate in the body of the messages.
4. Click OK/Next/Finish. However, the rule does not save, as it seems to lose access to the sub-folder in the shared mailbox.

This issue has been observed for several years, and the sequence has recently become apparent. Is there a fix for this? The problem affects OLK versions 2016, 2019, 2021, 2024, and M365.

Answer 1

How are you adding the shared mailbox in Outlook? I would recommend you do so via the File > Add account functionality, which will add the shared mailbox as a fully fledged account and will in turn support all the features. I just tested and I cannot reproduce the behavior you are describing above with this method.

You will need Full access permissions on the shared mailbox for this method. Also, the "new" Outlook client does not yet support it (feature should be coming in March).