In response to questions asked in an online community I am part of, I decided to create this post. The question posed – I need to have an alias or another email address, but I don’t want to pay for a new license.

Before I show you how to do this I must emphasise that I recommend talking to an IT Support Company and have them help you out, however techie you are, it is very easy to miss a check box or break things.

There are two ways to do this.

  1. Create an Alias – this is connected to your own email inbox. So I have my email address shelley@tomorrowsva.com and I want people to send email to training@tomorrowsva.com In this scenario, all email sent to your email alias arrives in YOUR inbox and any replies are sent from YOUR email address.
  2. Create a Shared Mailbox – this is a completely separate mailbox, it has its own email address and any email sent or received is at the mailbox address – for example – onlinetraining@tomorrowsva.com . You will need to add it to your Outlook Account by opening Other Person’s folder. This creates an Account in the navigation pane in Outlook and any emails received or sent will be from this email address (not your own)

To create an Alias

You need to be the administrator of your Microsoft 365 Account.

Sign into the Microsoft 365 Admin portal and go to Admin on the left navigation.

Add alias to outlook

 

 

 

Next, go to Users >Active Users and find the user you want to add an alias to.

Click Manage Aliases

Add alias to outlook

 

 

 

Then type in the alias you want to use – I have typed in training then click Add

add alias

 

 

 

 

 

 

Your Alias will now be added.

Make sure to Save the changes. It may take a little while for the new alias to register on the system.

Now when someone sends an email to training@tomorrowsva.com – it comes directly to my main inbox.

When I reply – the reply goes from shelley@tomorrowsva.com

Create a Shared Mailbox

This is also done in the Admin Portal and you need to be the administrator.

Sign in to the Microsoft 365 Portal.

On the navigation on the left, click Groups and then Shared Mailboxes

Next click on Add a shared mailbox

add alias

Fill in the details

add shared mailbox

  1. Add shared mailbox
  2. Name the shared mailbox (this is the name of the account in Outlook)
  3. The name will appear as the email address although you can change this if you wish
  4. Click Save Changes

Add members to the shared mailbox

Once you have your mailbox created the next step is to add members. You can have several members or just the one. The members will be able to add this account to their Outlook and view, send and receive email there.

Click Add members

add members to shared mailbox

 

 

 

 

 

Then select the person or people you want to add to the mailbox

choose members of shared mailbox

 

 

 

 

Remember to click Save!

You will get a message telling you that it can take up to 60 minutes for the changes to filter through.

shared mailbox success

 

 

 

 

Once you have added a member to the Shared Mailbox, the mailbox will appear in the user’s Outlook navigation within an hour.
See below for a way to speed it up. Although you still may need to wait until everything filters through.

Add your shared mailbox to Outlook Desktop

This is important if you are a Mac user.  To make sure that the shared mailbox gets added follow the steps below.

Click File

Click Open other users Folder

 

 

 

 

 

 

Type in the name of the Shared Mailbox – in my case onlinetraining@tomorrowsva.com

Then the account will open in the navigation pane although it may take a while and you may need to close and restart Outlook –please allow some time

Now you can send and receive emails in this account.

Note – to save the sent messages for this shared folder in the Sent Items folder you will need to edit the account in the Admin portal to allow this.

 

 

 

 

It may take a while to open the other folder – please be patient

 

How do I remove a Shared Mailbox from Outlook?

This is done via the Admin Portal. Go back to the Shared Mailboxes, find the one you want to remove, and click on it. Then click on Edit under Members – remove the person who needs to leave the shared mailbox.

It may take a while and Outlook will need to be restarted, however, once you are not a member the shared mailbox will be removed from the navigation.

 

 

 

 

IMPORTANT NOTE – I always recommend that you have an IT Support person/company on hand – it takes all the hassle out of setting things up and getting things wrong, because a check box gets missed. It is quite easy to break things in the Admin Portal for lack of knowledge or for having just enough knowledge to be dangerous!

Happy emailing 📧

Shelley Fishel

The session was well structured and the explanation was very clear. It was amazing how Shelley managed to squeeze so much info in just one hour and a half! Colin’s support and contributions were also very valuable, and so were “Virtual Veronica”‘s. Thank you for a most interesting and useful training session at the Miss Jones Virtual Summit!

Laura Carizzo- Royal Norwegian Embassy in Argentina

I haven’t used PowerPoint in 20 years, this has really boosted my confidence.

Lyn Parker

Course is packed with so much valuable information in a easy-to-understand and follow language, even for a complete beginner. I can respect the fact that sometimes it’s very hard for an expert to break the information down to basics. but Shelley has done it brilliantly. I was sure that I knew quite a bit but Shelley has proven me wrong even at the very beginning of the basics of PowerPoint. Lessons are short and precise which allowed me to easily transfer the new skill into practice without being overwhelmed and to carry on adding on more with each lesson. I had so many ‘Aha!’ moments and for most of them I couldn’t believe I used to pay graphic designer to do it for me, now, thanks to Shelley, I am looking forward to creating, designing, converting my presentations all by myself!

Iva Freeman – Vertex Human Capital

Shelley was very thorough and knew a lot of tip’s for using Teams, thank you 🙂

James O’Connor – Cavannah Homes

Very informative, constantly getting everyone in the meeting involved, loved every bit of it!

Dylan Teal Hopkins – Cavannah Homes
Fantastic and informative training and great to see all of the exciting functions with Microsoft Teams.
Laura Rigby – The Apprenticeship College
Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.
Leigh Dowling – Innuous

Microsoft Teams One to One Training Session

Shelley was approachable, easy to work with, and agile with answering questions to apply the session to my specific needs

Melissa Marshall – Present Your Science

A course on Outlook had been on the top of my list when Shelley asked VA’s what they wanted to learn.

It was a real case of ‘so that’s how you do it’ or ‘I never knew that’. I have to say that I learnt so many great tips it has definitely improved the way I work in Outlook and my inbox is looking colourful and organised and I can’t wait to share this knowledge with my clients.

Jacqueline Leake – JLeake VA Services – Outlook

A great course with lots of examples and step by step instructions. I can now confidently create infographics and as a bonus, I learnt a lot of new PowerPoint functionality that will enhance all my PowerPoint work and save me so much time.

Jessica Bailey – Integral Resource

I really like Shelley’s courses. She has a clear and easy to follow teaching style. In ‘How to Create Fillable Forms’ I’ve learned about the functions of the Developer ribbon which will mean I’ll be able to create a bespoke Returns Form for a client who has an online shop

Freya Henderson – Virtual Office Orkney

Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.

Sarah Clements – Inuous

Absolutely superb course, easy to follow and to refer back whilst putting it all into practice! I was unaware of the extent you can customise a presentation and it’s just made me want to know more – what’s next Shelley?

Denise Williams

I thought I had a pretty good grasp of Outlook until I did this course! In her videos, Shelley is clear and concise, and the language she uses is straightforward and jargon-free. Each module is broken down into manageable chunks, which helps keep your attention and means the course is easy to fit in around other commitments. I’ve created email templates and implemented rules that are already saving me time, and as all the other things I’ve learnt start to become second nature, the positive impact on my efficiency is fast becoming clear. This course has been incredibly beneficial and I would highly recommend it to anyone looking to strengthen their skills and boost productivity.

Pip Doleman VA

I thought I knew Powerpoint really well, but I wanted to specifically learn how to use Powerpoint to create better infographics, easily and quickly. Shelley explains everything in a very logical and clear way, so I understood everything the first time I heard it. The most useful thing I learnt was that Powerpoint can do so much more than I thought it could. By also using the short cuts that Shelley showed me I am much quicker than I have ever been and I thought I was already quick!

Susan Marot

Shelley Fishel of Tomorrow’s VA has a wealth of experience in Microsoft Office. I met her in person 2 years ago at the PA Show in London. I also saw her in action in a fab workshop and knew she was the whizz that everyone had told me she was. I have since bought a lifetime access to her HUB and all the courses in there are a MUST if you are a VA on a mission. The courses will give you confidence in all the Office 365 components and will catapult you to dizzy heights

Alex Hughes