Reconfigure your Shared mailboxes, rules and archived email folders

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About this article

This article gives you instructions on various settings that will need to be either imported or reconfigured in Outlook before and after the Microsoft 365 migration. There are instructions for both Windows and MacOS. Check the table of contents to easily find the section you need.

Shared mailboxes and calendars

Adding Shared Mailboxes (Windows)

  • Click File > Account Settings > Account Settings.

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  • Account Settings in the Backstage view
  • On the Email tab in the list, highlight the Exchange account you want to work with. You might only have one listed. Click Change, and then click More Settings.
  • On the Advanced tab, under Open these additional mailboxes, click Add, and then enter the shared mailbox name that you want to add to your user profile. You will need to know the exact name of the mailbox to type in the field.

Allow someone else to manage your Outlook calendar (Windows)

Accessing Shared Mailboxes/Calendar (macOS)

First ensure that the owner of the mailbox you’re accessing has shared their mailbox to you. Those instructions can be found above.

  1. With Microsoft Outlook open, choose File and then choose Open and click Other User’s Folder from the menu bar.
  2. In the search box that appears, type the full email address. For example, EmailAddress@winona.edu.
  3. Once the search results have populated, Choose the type of item you are attempting to access.
    1. If you are accessing another person’s email inbox (If you are a delegate for their mail) leave the folder type as Inbox.
    2. If you are accessing a shared calendar, change the folder type to Calendar.
    3. If you are accessing someone’s shared Address Book, change the folder type to that.
  4. Once you’ve made your selection it will tell you it’s checking permissions. If you have permissions to that item, it will populate in your Outlook.
  5. When Outlook performs the initial sync of this data you may see a popup that says Outlook was redirected to the server… to get new settings for your account… Check the box that says to Always use my response for this server then hit Allow.
  6. After a few moments you should see your items begin to appear.
  7. If you would like to check whose items you have access to, follow these steps:
    1. With Microsoft Outlook open, go to the menu bar at the top of the screen and choose Outlook then Preferences. Choose Accounts then Advanced and choose Delegates.
    2. In this view, you should be able to see Delegates who can act on my behalf and People I am a delegate for.
    3. To see whose items you have access to, look for the names in the People I am a delegate for box.
    4. If you believe you should have access to items that you are missing, try to add in the name of the person you are a delegate for.
    5. To do this, click the plus icon to the bottom left of People I am a delegate for.
    6. In the Choose a Person box that appears, search for the name of the person whose items you must access, then click their name and click Add.
    7. When you’re finished, click OK to apply delegate settings.
    8. If you have rights to the items of that user, they should begin to populate shortly.

Sharing Your Calendar/Mailbox to Another User (macOS)

  1. With Microsoft Outlook open, go to the menu bar at the top of the screen and choose Outlook and then choose Preferences.
  2. Click the account that you want to add a delegate to, choose Advanced, and then choose Delegates.
  3. In this view, you should be able to see Delegates who can act on my behalf and People I am a delegate for.
  4. To share items with a user, Click the plus icon to the bottom left of Delegates who can act on my behalf.
  5. In the Choose a Person box that appears, search for the name of the person you would like to share items with, then Click their name and Click Add.
  6. The next box that appears will allow you to set fairly granular permissions for that specific user.
  7. These permissions include access to:
    1. Calendar
    2. Tasks
    3. Inbox
    4. Contacts
    5. Notes
  8. Depending on your relationship with the person you’re sharing these items with, you will want to choose one of the following levels of access for each item:
    1. None– This person has no access to this item.
    2. Reviewer– Can read items. Cannot add items.
    3. Author– Can both read and create items
    4. Editor– Can read, create, and modify items.Editor access is almost full access. Please be careful who you grant this level of access to.
    5. From this screen, you can also select to choose if your delegates should receive your meeting invites for you, if that delegate can see items you mark as private (this is off by default), and there is also a check box that asks if you would like to email a permissions summary to this person to let them know that they have been granted permission to your items.
  9. Once you have set your permissions, Click OK to finish.
  10. If you would like to edit permissions after the initial setting, Click the cog icon to the bottom right of the delegated who can act on my behalf box.
  11. When you’re finished, Click OK to apply delegate settings.

Outlook Rules

A Rule in Outlook is a series of steps you set up to automatically take specific actions on email messages as they are received.

Steps to backup Outlook rules (Windows)

  1. Click the File tab.
  2. Click Manage Rules & Alerts.
  3. Click Options. Note: All the rules listed here will be backed up, not just the selected rules.
  4. Click Export Rules.
  5. In the File name box, type the path and file name for the set of rules that you want to export. (i.e. OutlookRules.rwz)
  6. Click Save.

Once you've exported your rules file, click "OK" on both the "Options" and "Rules and Alerts" dialog boxes to return to the main Mail screen.

Steps to import Outlook rules (Windows)

  1. Click the File tab.
  2. Click Manage Rules & Alerts.
  3. Click Options.
  4. Click Import Rules.
  5. The "Import Rules from" dialog box displays. Navigate to the folder in which you saves your rules backup file, select the .rwz file, and then click Open.
  6. You will notice the screen behind the Option windows will fill up with your custom rules.
  7. Click OK

If you checked email before importing your rules, you can run your rules now on the email you've received. To do this, click Run Rules Now on the toolbar above the list of rules on the "Rules and Alerts" dialog box.

  1. Click Select All


Outlook Archive Folder Restore

How to restore your Outlook archived email (Windows)

During the migration your archived files were not deleted. They do need to be added back into Account Settings.

Steps to restore your archived mail to your computer

  1. Find your archive.pst file. This file may also be named something else, but will have a .pst file extension. You can use the search for .pst if you do not know where it is stored. Usually we store these files in a folder called 'Outlook'.
  2. In Outlook select File - Accounts Settings - Account Settings - Data Files tab - Add
  3. Browse to where you saved your Archive.pst file
  4. OK

AccountSettings.png


How to Export Outlook Archive (macOS)

  1. With Microsoft Outlook open choose File.
  2. Choose Export from the menu bar.
  3. Check all boxes and click continue.
  4. Choose a location to store your Outlook for Mac Archive

If you have a significant amount of email or calendar events, this backup can take upwards of ten minutes. You will be unable to use Outlook during the backup. Please do not interrupt the process.The file it creates may be larger than 1GB in size. Our test case created a 2.68GB file and it took roughly ten minutes to complete. Your results may vary.

How to Import Outlook Archive (macOS)

  1. With Microsoft Outlook open choose File.
  2. Choose Export from the menu bar.
  3. Navigate to the location of your Outlook for Mac Archive.olm file then click Import
  4. Once your mail items have been imported, they will be available at the bottom of the left-hand column in Microsoft Outlook under the “On My Computer” section.

If you have a significant amount of email or calendar events, this import can take upwards of ten minutes. You will be unable to use Outlook during the import. Please do not interrupt the process.

Outlook Junk Email Filter lists (Windows)

The Outlook Junk Email Filter checks the sender of every incoming message against lists of email addresses and Internet domains. Under the Junk Email Options you can define "Safe Sender, Safe Recipients and Blocked Senders"

Export addresses from the Junk Email Filter Lists (Windows)

You can export your Outlook Junk Email Filter lists as a text (.txt) file.

  1. Open an email
  2. Click the Message tab.
  3. In the Delete group, click Junk, and then click Junk Email Options
  4. For each of these tabs Safe Senders, Safe Recipients, or Blocked Senders, click Export to File.
  5. Select where you want to save the file.
  6. In the File name box, enter a name for the file.
  7. Click Save

Import e-mail addresses into your Junk E-mail Filter Lists (Windows)

  1. Open an email
  2. Click the Message tab.
  3. In the Delete group, click Junk, and then click Junk Email Options
  4. For each of these tabs Safe Senders, Safe Recipients, or Blocked Senders, click Import from File.

Signature Files and Quick Parts

Note: This procedure works for Office 2016 and 2013 on a PC

Copy email signature file and Quick Parts (Windows)

  1. Close Outlook
  2. Because the Signatures folder is a hidden folder, the easiest way to open the folder is to go to the Start Menu and use the Search (the icon that looks like a magnifying glass).
  3. Type in: c:\users\yourStarID\appdata\roaming\Microsoft\Signatures
  4. Copy all of the files in this Signatures folder
  5. Create a folder in your Documents folder called Signatures and paste all of the files into this folder
  6. Quick Parts are located in c:\users\yourStarID\appdata\roaming\Microsoft\Templates
  7. Create a folder and paste all the Templates files in that folder.

Import Signature file and Quick Parts (Windows)

  1. Check to see if your Signature files are available to you in Outlook. The migration should have copied these over, but if you see them, then do the following steps.
  2. Close Outlook
  3. Find the folder that you backed up your Signature files to
  4. Copy all of these files
  5. Open the hidden folder by going to the Start Menu and use the Search
  6. Type in: c:\users\yourStarID\APPDATA\Roaming\Microsoft\Signatures
  7. Paste all the backed up files into the Signatures folder
  8. Do the same for the Templates folder if you copied this folder for your Quick Parts.

Copy email signature file (macOS)

  • In the Finder go to

/Users/starid/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Data/Signatures

  • Copy all files in the Signatures folder and store them in a backup folder

Import Signature file (macOS)

  • Copy all the signature files that you backed to the following folder:

/Users/starid/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Data/Signatures

Outlook Contact Lists

During the Office 365 migration, your contacts and contact lists should transfer over. If you have large contact lists that would be extremely hard to recreate it is a good idea to also back these up in case of unforeseen problems during the migration. Export Contacts from Outlook 2016 or Import Contacts to Outlook 2016

To save and restore your Outlook distribution contact lists.

Other settings that you will need to reconfigure

  • Colored Categories did not migrate over, you will need to recreate
  • Type forward is a nice feature that when you type an email address, the address will automatically pop up if used before. This database of entries will need to be recreated as you use Outlook. There is no way to import it back in.

How do I get help?

If you have any questions or problems, contact the Technical Support Center (TechSupport@winona.edu, 507-457-5240, Somsen Hall 207).

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