Shared Mailboxes

About

A shared mailbox is exactly what the title suggests. A Mailbox which multiple employees have access to. Every property should have a shared mailbox that is accessible within Outlook.
A shared mailbox is a good place to receive email when items need to be addressed by different employees. Every shared mailbox has an email address in the format of propertycode@westdale.com. You are free to give this email out for your own business purposes.

Example: Jefferson Creek's shared email address would be xjc@westdale.com.

• Items that may come to your shared mailbox
  • Internet Listing Services (ApartmentGuide, For Rent)
• Items that will come to your shared mailbox
  • Online Applications
  • Maintenance Request Notifications
  • Appointment Requests from your Website
  • General Inquiries from your Website
  • PropertyBridge Information

Access

First time user

Organizing

Categories

Outlook allows you to assign emails in different color categories to help organize items better. The available colors are Red, Blue, Yellow, Green, Orange, and Purple.
Examples:

• Green might be Completed Online Payments.
• Red might be Uncompleted Work Orders.

Assigning categories to emails

1. On the toolbar, click Categorize.
   
   
   
   
2. Click All Categories.
   
   
   
   
3. Click New.
   1. The Add New Category dialog box opens.
      
      
      
      
4. In the Name box, type a name for the new color category.
5. Click the arrow next to Color, click the color that you want, and then click OK.
   1. When you assign a color category to an item, a color is automatically associated with that item. Whether for a default color category or one that you created, you can change the color for a category at any time.

Tip Choosing a shortcut key is optional.

Notes If you change a color category that is already assigned to items, then all of the items that have that category assigned are updated to the new color. If you want to have a color category without a color assigned to it, click None in the color palette. Then the category will apply a name (and a shortcut key if you choose) to items, and you can sort and group the items according to the category. The items also will be available in the appropriate Category Search Folder.

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1. On the toolbar, click Categorize .
2. Click All Categories.
3. In the Name list, click the category whose color you want to change.
4. Click the arrow next to Color, and then click the color that you want.

If you don't want to associate any color with the category, click None.

Rename a color category

The default color categories have generic names, such as Red Category and Blue Category. To easily identify and organize your categorized items, you can rename the color categories by using names that are meaningful to you.

If you change a color category that is already assigned to items, all of the items that have that category assigned are updated to the new name.

1. On the toolbar, click Categorize
2. Click All Categories.

1. In the Name list, click the name of a color category, and then click Rename.
2. In the Name list, type the new name for the color category.

Notes To automatically assign the color category that you are renaming to items that are selected in the main Microsoft Office Outlook window, select the check box next to the color category in the Name list, and then click OK. The first time that you assign an existing color category to an item, you are prompted to rename the color category.

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