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Managing a Shared Outlook Mailbox - How to Create and Assign Tasks for Incoming Projects

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Posted on by TMV

We need help managing a shared Outlook mailbox where we receive a lot of messages related to different projects. Our goal is to create tasks for these projects and assign them to specific team members for better organization and tracking.

Could you please suggest the best way to accomplish this? Additionally, if you have any other options that you think might work well, we would be happy to hear them.

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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I will start by creating some rules in Outlook to organize the emails in specific folders.

You can design a flow that monitors a shared mailbox and create tasks is planner. But you will need to flush out the details first

1) How would the flow know which project is the flow related to?

2) Who should the task be assigned to?

etc

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TMV 9 on at

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I've heard about Planner and Outlook, and it sounds interesting. However, I'm not sure if I like the idea of every email being turned into a task, as it seems like it could create more work for me. Our team receives a lot of emails related to funding requests, but some of them are just replies and not necessarily related to requests. It's challenging to manage the same inbox with multiple people, and maintaining the quality of our responses can be difficult. Do you have any other suggestions for managing our inbox?

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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@TMV ,

This looks like a good candidate for Outlook Addin

Try the Planner Add-in for Outlook - Microsoft Community Hub

You could simply select the email and assign it to a project board or individual using the Planner Add-in .

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VictorIvanidze 13,073 on at

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Hi @TMV,
could you please explain in details how exactly you want to manage the emails?

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TMV 9 on at

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During my first week on the job, my supervisor mentioned that the team managing the inbox consists of five people, and sometimes emails get missed. He asked if there is a way to create tasks to action. I have noticed that the team receives funding requests by email, but currently, there is no system to track these projects. I want to find a way to make their life easier until the new software is implemented. Based on my experience, it will take at least one year for the new software to be put in place.

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vikas1606 206 on at

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Hi @TMV ,

There is a trigger in Office 365 when an email arrives through that you can capture each emails coming on the shared mailbox.
Now, This is still not clear what next you want to do. Like, Do you want to extract information from the email body and want to store it in excel or SharePoint? or do You want to forward these emails in a sequence to your 5 team members?
Could you explain what you want to do with the received email?

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VictorIvanidze 13,073 on at

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Try to implement round robin approach: https://ivasoft.com/roundrobinsharedflow.shtml

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TMV 9 on at

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Hi @vikas1606, No, I want to organize tasks and use the same tasks to reply the emails. I want to be more organized but not create more work. Last says that everyone will see all the tasks and answer them as they can, and my director assigns tasks and moves them around based on the team's capacity.

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