How do you reduce shared mailbox noise on outlook mobile?
Best answer? You don’t. The reality is, you need two mobile apps.
By now, most of us have switched from the Apple Mail app due to its limitations and are using the Outlook Mobile app or alternatives. These apps give you a more focused inbox, letting you manage multiple mailboxes without the overwhelm.
We strongly recommend using Outlook Mobile whenever possible. But, it doesn’t handle Office 365 shared mailboxes well.
So, to optimize your mobile email experience, consider reintroducing Apple Mail. And for those who want a different approach with better organization, Edison Mail is worth a look.
Table of Contents
Apple Mail… That other app you use.
In the past, we’ve encouraged people to sort their communications into buckets. For example, we’re big fans of turning off push notifications in Apple Mail for your junk emails. You know, that other inbox where all those random things show up, the emails from that creepy app you told that one person to use, your Uber receipts, Lyft trips, Amazon orders, hotel bookings, and all that shared mailbox noise.
Apple Mail utilizing Shared Mailboxes
We obviously want to see what’s going on in our organization’s shared mailbox, but we don’t want it shoved in our faces all day long. Many organizations are stuck dealing with this annoying side effect of how shared mailboxes work on Outlook Mobile. For the sake of everyone’s sanity, this bad practice needs to stop, and there are better ways to manage shared mailbox access without overwhelming your inbox or your brain.
Essentials vs Non-Essential Email
Choose the mailbox accounts. For instance, your main work email, maybe an account that warns you new customer service issues, and maybe your personal email. Not that junk personal email. The one your mom writes to you.
- Essentials – Outlook Mobile
- Professional Mailbox – Email Account
- Shared Mailbox – Not noisy
- Note: Use the old password for the mailbox before it was converted to a shared mailbox. You can easily convert back to a shared mailbox, apply a password, and reconvert to a shared mailbox.
- Personal Mailbox – The one you write home to mom.
- Non-Essentials – Apple Mail or Edison Mail
- Professional Mailbox – Redundant? It is required for shared mailboxes if you did not convert your active mailbox accounts to shared mailboxes.
- Shared Mailbox – Noisy account
- Note: Use the old password for the mailbox before it was converted to a shared mailbox. You can easily convert back to a shared mailbox, apply a password, and reconvert to a shared mailbox.
- More Shared Mailboxes – Noisy
- Note: Use the old password for the mailbox before it was converted to a shared mailbox. You can easily convert back to a shared mailbox, apply a password, and reconvert to a shared mailbox.
- Junk Account – Think Amazon, Travelocity, Hotels Tonight, creepy people, etc
Where do you convert shared mailbox accounts?
In the Exchange portal or Microsoft Admin Center
Outlook Mobile Mailbox Accounts – Essential
Apple Mail Mailbox Accounts – Non-Essential
Disable Push Notifications
Push notifications are the number reason no one gets anything done. Optimizing your life so the most important push notifications are enabled is going to make you more productive.
Reduce shared mailbox noise on outlook mobile summary
This is a godsend for many of you wearing multiple hats in a small business. Remember the apps… Outlook Mobile, Apple Mail, and Edison Mail
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