What to Do When Office 365 Shared Mailbox Not Showing in MS Outlook?

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There are many benefits of Office 365 platform that you can take advantage of. You can attach multiple accounts to a single Outlook platform. Your Outlook account may have different mailboxes that are useful for specific purposes such as Primary mailboxes, Archive mailboxes and Shared mailboxes, and so on. You can move your Primary mailbox data to Archive mailbox or shared mailbox, but for this you need to create an Archive and Shared mailbox.

The shared mailboxes are the usual mailboxes that multiple users use to read and send email messages in Office 365 accounts. Shared mailbox is not primarily connected to a single user and is mainly configured to allow access to multiple users. Whenever a shared mailbox user sends an e-mail to another user, at that time the user receives an e-mail from shared mailbox only, instead of sender’s mailbox. You can easily identify a shared mailbox by its name, for example- contact@companydomain, info@companydomain, complaint@companydomain, share@companydomain

If in your Office 365 account, you are having a shared mailbox but it is not displayed in the Microsoft Outlook, then you are missing some important emails that you need to accumulate.

Cause

It may happen that you can’t see the shared mailbox in Outlook, once you moved the on-premises mailboxes to Office 365 and also may not be connected to the shared mailboxes shared with you.

Sometimes, you may face an error while searching for a shared mailbox –

  • The folder cannot be displayed.
  • Microsoft Outlook is unable to locate the specified folder.
  • The operation failed.
  • An Object cannot be found.

The reason for the error may be due to the level of your permission. If the administrator exercises the rights through dialogue Access, Then it refers that the administrator has only shared the default folders such as Calendar, Contacts, Tasks and Notes, Inbox, and so on. Users can easily send or receive the emails on behalf the account. But that doesn’t mean the user can enter a shared mailbox on their Outlook account.

Workaround-1

The administrator must provide the user with an additional permission level “File Permission” in the mailbox folder.

  1. The administrator must go to his account, right-click on it and select the folder permission. What to Do When Office 365 Shared Mailbox Not Showing in MS Outlook?
  2. Now, move to the Permissions tab, select the user account with which you want to share the mailbox, and click the Add button.
  3. Select the Permission level and check the option “Folder visible” below the other category. What to Do When Office 365 Shared Mailbox Not Showing in MS Outlook?
  4. Click on the Apply option and then OK.

Once the administrator has provided the necessary permissions, the recipient can easily add the folder to his Outlook account.

  1. Follow File>>Account Settings>>Account Settings>>Exchange Account>>Change>>More Settings>>Advanced.
  2. Select the Add button and enter the name of new mailbox What to Do When Office 365 Shared Mailbox Not Showing in MS Outlook?
  3. Click the ‘Apply’ and restart the Outlook. Check to see if there is a shared mailbox at the moment

If you still do not see the shared mailbox, then you need to go through the problem solving process in Outlook

  1. First start MS Outlook, go to File and move to Options and click on it. What to Do When Office 365 Shared Mailbox Not Showing in MS Outlook?
  2. Click on the ‘Advanced’ tab, check the option Enable Troubleshooting logging and then click on ‘OK’. What to Do When Office 365 Shared Mailbox Not Showing in MS Outlook?
  3. Move to the temporary folder and check the recent logs that reflect possible errors in the absence of a shared mailbox. Then based on the mistakes you can move on to solving further problems.

Workaround-2

There is another method available that looks a bit long, but you can try it easily without any hesitation. Outlook has an automatic map feature that locates the shared mailbox and will add it to your Outlook account. But the total size of the Outlook data file increases with the data, and once you exceed the 50 GB limit then MS Outlook may stop transferring data from the shared mailbox. So you can disable the Auto-mapping feature in Outlook and add a shared mailbox as a normal mailbox.

Follow the simple steps given below:

  1. First connect Exchange Online account by using the command- $Credential = Get-Credential
    Enter the Office 365 login details in the prompt up box.
  2. Now connect to the exchange online
    $ExchangeSession = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri “https://outlook.office365.com/powershell-liveid” -Credential $credential -Authentication “Basic” –AllowRedirection
  3. After that you need to Import the session of Exchange
    Import-PSSession $ExchangeSession
  4. Now just remove the permissions for the shared mailbox.
    Remove-MailboxPermission -Identity complaint@domainname -User tony@domainname -AccessRights FullAccess
  5. Once you remove the permissions, delete the shared mailbox that has been shared with you. And move to Account Settings, select your account and click the ‘remove’ button.
  6. Now you still need to assign full access permission.
    Add-MailboxPermission -Identity complaint@domainname -User tony@xyz.com -AccessRights FullAccess -AutoMapping:$false
  7. Finally, now you can add a shared mailbox as a normal account and access to its data.

Wrapping up

All of the methods we’ve talked about so far allow you to view your shared mailbox in MS Outlook, but if you have any problems accessing the mailbox, even after using the above methods. Then you need a proper migration program specifically designed for Office 365 migration. The Professional Migration software easily solves all the issues of the permission level and migrate all the mailboxes on the accounts you want.