Solved Office 365 Shared Mailbox Not Showing in Outlook Issue – Quick Solutions!

Office 365 Shared Mailbox- Introduction

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.

Why is Microsoft 365 Shared Mailbox Not Showing in Outlook?

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:

• Users accessing the mailbox may not have the necessary permissions, preventing shared mailbox to appear in Outlook.
• Outlook may not have synchronized properly with Office 365. Thus, it might result in the shared mailbox not being displayed.
• Another significant reason can be the Outlook version is not compatible with Office 365.
• Shared mailboxes can also remain hidden due to a disabled auto-mapping feature that adds shared mailboxes to Outlook profiles automatically.
• A corrupted or damaged Outlook profile may also disrupt the proper display of shared mailboxes.

How to Resolve Shared Mailbox Not Showing in Outlook Issue?

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.

Check for Auto-Mapping and Enable Using PowerShell

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:

1. Firstly, locate and open PowerShell as Administrator on your Windows.
2. Run the given command: $Credential = Get-Credential. A prompt appears to enter Office 365 credentials.
3. Next, enter the following command to establish a connection with Exchange Online:
4. Next, enter this command to import the Exchange session:
   
5. Enter the following command to revoke access permissions of the shared mailbox:
6. To remove the shared mailbox: Open Outlook > Account Settings. Now, locate and select the shared mailbox > Remove.
7. After that, run the following command to reassign full access permissions without auto-mapping:
   Note: Replace complaint@domainname with the shared mailbox email and tony@domainname with the user email.
8. At last, manually add the shared mailbox in Outlook following the regular process: Outlook > File > Account Settings > Account Settings > Click New > and follow the prompts.

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.

Creating and Reviewing Logs

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:

1. Launch the Outlook application on your PC.
2. Then, click on File in the top menu > Navigate to Options > select Advanced.
3. Find the “Enable troubleshooting logging” setting and checkmark it.
4. Apply changes by clicking on OK. Properly close the Outlook application.
5. Further, you must restart the MS Outlook.
6. The generated log files will be saved in a specific directory on your computer.
7. Usually, you can find these log files in any of the following locations:
   • %localappdata%/Temp folder
   • C:/Users/YourUserName/AppData/Temp folder (Note: Replace YourUserName with your actual username)
8. Now, open the log files to find details of the potential causes of the ‘Shared Mailbox Emails Not Showing in Outlook’ issue.
9. Review the log files carefully to identify any issues that persist.

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.

How to Manually Add a Shared Mailbox in Outlook?

Another useful method of accessing shared mailboxes in Outlook is by manually adding them. To do so, follow the procedure given:

1. Open MS Outlook on your desktop.
2. Go to the File menu and select Account Settings.
3. Choose Account Settings again.
4. Go to the Email Menu & double-click your email account to go to settings.
5. Click on More Settings and Choose Advanced options.
6. Locate the option “ Download Shared Folders” and enable it.
7. Click Add and enter the name of the Shared Mailbox.
8. Select OK and Apply then click on OK to save your settings.

In case, the aforementioned methods may not satisfy your requirements, contact your administrator.

Why Do Users Find the Manual Approach Less Effective?

The previously mentioned methods have some limitations, which prevent users from resolving the issue:

• Adjusting permissions or setting Auto-Mapping involves multiple steps and might take too much time.
• PowerShell commands can be complex for users who are unfamiliar with command-line interfaces.
• This approach may fail in cases of server-side issues, account syncing failures, or damaged Outlook profiles.
• There might be potential data loss concerns and duplication while manually adding a shared mailbox.

Professional Solution to Fix Shared Mailbox Not Showing in Outlook

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

1. Run the software and log in to your Office 365 account.
2. Choose a mailbox and user account to migrate. Click on Next.
3. Preview Office 365 mailbox folders, select them and tap Next.
4. Choose PST as the saving option and apply optional filters.
5. Finally, specify the saving path and click on Convert to initiate.

For more detailed information on the software, run the free demo tool and migrate.

Conclusion

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.

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