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Written By Rohan Wiese
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Updated on February 26th, 2025
Organizations and enterprises often collaborate and communicate via Office 365 shared mailbox. It serves as a collaborative inbox for groups or teams. This means, it lets multiple users access and manage emails sent to a common email address. Moreover, users do not require a separate license to access it. Typically, shared mailboxes are used for scenarios such as customer support, project management, or departmental communication.
However, as your mailbox data expands, so does the size of your Outlook data file. If it surpasses 50 GB, Outlook may find it difficult to manage the shared mailbox. Consequently, it results in issues like this.
Users with appropriate permissions can access and respond to emails in the shared mailbox. However, due to various unforeseen circumstances, this can be disrupted. Here are some of the common causes why O365 Shared Mailbox does not show up in Outlook:
User Queries
Andranik Lalayan on Microsoft Community Ask:- Why is My Shared Mailbox Not Showing Up in Outlook?
I have tried removing and re-adding permissions for the shared mailbox, but it’s still not showing up in Outlook. I also attempted to re-add the permissions using PowerShell.
However, the issue persists. I have also granted access to other users, but they are experiencing the same issue. Does anyone have any ideas on why this is happening?
This section elaborates on some of the most accessible solutions to fix the Office 365 shared mailbox issue. Depending on the cause of the problem, try to troubleshoot it. Further, you can also explore a professional solution to export Office 365 shared mailbox to PST in Outlook. Let us begin with the free manual procedure.
The issue of ‘shared mailbox emails not showing in Outlook’ can be resolved with this procedure if it is caused by disabled automapping. You can either enable Auto-mapping using PowerShell or manually add the Shared Mailbox in Outlook. Here’s how to address this:
This method will help users to disable the Auto mapping and then manually add a shared mailbox in Outlook. However, if you are still facing the “Office 365 shared mailbox not showing in Outlook” issue, let us proceed to other solutions.
This process of creating and reviewing the log will help you identify the issue related to Outlook Shared mailbox or folders. This involves steps to generate and analyze logs. You can follow the steps mentioned below:
Many IT professionals and users have successfully diagnosed the cause with this procedure and taken corrective measures to resolve it. However, it can be difficult for novice users. Therefore, we have other potential solutions for the issue.
Another useful method of accessing shared mailboxes in Outlook is by manually adding them. To do so, follow the procedure given:
In case, the aforementioned methods may not satisfy your requirements, contact your administrator.
The previously mentioned methods have some limitations, which prevent users from resolving the issue:
Use the Aryson Office 365 Email Backup Tool that might help you overcome the limitations of manual solutions. It will help you export shared mailboxes from O365 to PST and later import them to Outlook. The software eases the migration of mailbox data from Office 365 to various platforms. It is developed with an advanced algorithm for efficient performance with minimal errors. Also, it can help you resolve ‘shared mailbox folders not showing’ issues on all Windows OS compatibility.
Steps to Migrate M365 Shared Mailbox to Outlook
For more detailed information on the software, run the free demo tool and migrate.
The issue of the ‘shared mailbox not showing in Outlook’ might affect the organization’s workflow efficiency and collaboration. However, one can resolve the problem by knowing the actual cause behind it and applying the correct solutions. This blog discussed various step-by-step troubleshooting methods to help you get rid of the issue quickly. Use a professional O365 Backup Tool to regain access to shared mailboxes in Outlook. Furthermore, you must implement some preventive measures to prevent such situations in the future.
Ans- A ‘shared mailbox in MS Outlook’ allows multiple users to access and manage emails from a common mailbox. It is useful for teams handling customer inquiries or department emails. Users with permission can read, send, and reply to emails from the shared mailbox. However, it is accessed through assigned permissions.
Ans- The ‘Microsoft 365 shared mailbox not showing in Outlook’ is caused when the Shared mailbox is not properly added to your account. To resolve it, you must check with your admin to ensure you have appropriate permission. Restart Outlook or re-add the shared mailbox manually via account settings. Sometimes, syncing issues or outdated Outlook versions can also cause this problem.
Ans- You can backup your Office 365 shared mailbox using the Aryson Office 365 Backup Tool. This tool allows you to save emails in multiple formats like PST, MBOX, or PDF. To backup shared mailboxes, simply log in to Office 365 > select the shared mailbox > choose the backup format, and start the process. It ensures to maintain the data security and helps restore emails when needed.
About The Author:
Rohan Wiese is a Technical Writer at Aryson Technologies. He is an expert Email Forensic, Cloud Computing, and a passionate nerd with over 10 years of experience in technical content writing. He writes about Cloud Migration, Database Recovery, Email Backup, Windows, Mac, and Tech.
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