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SharePoint Online training for Research Office staff

Materials from the training sessions on 21 August for staff in the Research Office, giving an overview of how to set up and use SharePoint Online for file sharing.

Research Office SharePoint Online training manual

Research Office SharePoint Online training session slides

 

How to add the newly-migrated SharePoint Online shared mailboxes (formerly Public Folder shared mailboxes) into Outlook

You will need to add the SharePoint Online shared mailboxes that used to be Public Folders into Outlook. The mailbox names have remained the same as they were in Public Folders, but we have added a prefix of 'roo [space]' before the mailbox name, to make them easier to search for. Follow these instructions:

  1. Open Ootlook

  2. Click File

  3. Click Account Settings

  4. Click Account Settings (again)

  5. Click Change...

  6. Click More Settings...

  7. Click the Advanced tab

  8. Click Add... and enter the Display Name of your shared mailbox

    Note: the new shared mailboxes are all prefixed with 'roo [space]', followed by their old Display Name, so you can easily find them all using the search if you need to

  9. Click Apply

  10. Click OK

  11. Click Next

  12. Click Finish

 

IMPORTANT: To complete the set up of your new shared mailboxes, you must flush out any email addresses that Outlook may have 'remembered' for you – these will no longer work

Outlook's auto-complete feature, and your personal address book, will now try to route email to your the new shared mailboxes incorrectly unless you erase the addresses it has 'remembered' from its memory. The shared mailbox email addresses haven't changed, but the way the email gets delivered behind-the-scenes has changed, so if you don't do these steps, your emails to these shared mailboxes will not get delivered:

1. Manually purge your personal address book in Outlook

  1. Go to the People section (i.e. your personal adddress book).
  2. If you have any entries for your old Public Folder shared mailboxes, delete them.

2. Clear Outlook's cache

Follow the instructions here: How to clear Outlook's Auto-Complete List cache