If your Outlook shared mailbox isn’t working, you might be suffering with issues such as not being able to view shared emails, send emails, access folders or receive new emails. This can happen for various reasons, such as wrong permissions, mailbox configuration, sync issues or Outlook configuration. Depending on your Outlook version and what issue you’re running into, you can fix it. In this guide we’ll cover the common causes and how to troubleshoot and fix them.
Why Is My Outlook Shared Mailbox Not Working?
Outlook shared mailbox not working? It may be due to connectivity issues lack of permission, out of date settings or synchronisation issues. Try out the below solutions.
1. Check Internet Connectivity
Your mailbox won’t sync if you don’t have a good internet connection. This can be solved by ensuring your device is connected to a good network. Within outlook ensure the connection is good. If you are having issues with other emails not syncing syncing then try restarting your internet connection. A weak connection is one of the most common reasons for an Outlook shared mailbox not working.
2. Update Outlook
If Outlook hasn’t been updated, it may cause issues with accessing the mailbox. From Outlook, select File –> Office Account –> Update Options –> Update Now. Once updated, close Outlook and reopen.An old version of Outlook is a common reason for an Outlook shared mailbox not working.
3. Ensure Permissions
Your mailbox will require certain permissions to be able to access and use it. Full Access allows you to open and manage your mailbox. Send As & Send on Behalf allows you to send emails using the shared mailbox address.
Ensure that you have the correct permissions by contacting your admin. If your access has been recently changed, then it may take some time for this to be applied.That wait is a common reason an Outlook shared mailbox not working right after setup.
4. Create A New Outlook Profile
If your outlook profile is damaged it may cause issues with the mailbox syncing and leave your Outlook shared mailbox not working. To do this.
- Within the Windows control panel, search for mail. Select show profiles. Click add and follow the prompts to set up your email account. Reopen Outlook using the new profile.
- Leave your old profile until you have confirmed the new one is working.
5. Re-Add The Mailbox
- If your mailbox is not showing or syncing properly, then try re-adding it in Classic Outlook.
- Go to File –> Account Settings –> Account Settings.
- Select your Exchange account and click change.
- Go to more settings and select advanced.
- Click add, input the mailbox name and save.
Depending on your Outlook, options may vary. You need to make sure you have access rights to the mailbox.
6. Check Mailbox Online
Try opening the mailbox via Outlook on the Web. If it is working but not within Outlook, then there could be an issue with Outlook. If you are unable to open the mailbox, please get your admin to check the mailbox permissions and configuration.If it opens on the web, your Outlook shared mailbox not working problem is on your computer.
How to Fix Shared Mailbox Not Showing in Outlook?
The mailbox not sharing issue can occur, as you may not have automatically added the shared mailbox. In most cases, shared mailboxes will appear once you have been added as a member and restarted the application. To manually add the mailbox, follow the steps below:
Adding a Shared Mailbox in Classic Outlook
- Exit the application and re-launch Outlook.
- If your mailbox is not displayed in the Folder Pane, launch the Classic Outlook version and click on File > Account Settings > Account Settings.
- Select your main email account under the Email tab and hit Change.
- Click More Settings and select the Advanced tab.
- Click Add and enter the email address of the shared mailbox.
- Hit OK twice.
- Click Next, Finish and Close.
- This should now appear in the Folder pane. You may need to wait for Outlook to fully sync.
Shared Mailbox Still Not Appearing
Sometimes if you can view the mailbox in new Outlook or Outlook on the web but not in classic Outlook, it could be due to your mailbox not being set up correctly in classic Outlook. Follow the manual steps above.
If the mailbox still isn’t appearing, get your administrator to confirm if you are a member and have the correct permissions.
The majority of times you will be able to restart the application or add the mailbox manually. As a further check, please ensure you have the right permissions and mailbox setup by checking with your admin.
What To Do If The Issue Still Occurs?
If you still cannot see your shared mailbox after following some basic troubleshooting steps, follow these steps below to try and find the issue.
- 1. Check that you have access to the mailbox: Contact your administrator to confirm you’ve been given access to the mailbox. If you’re able to open the mailbox using new Outlook or Outlook on the web but not Classic Outlook, then there may be an issue with your Outlook profile or automatic mailbox mapping.
- Update Outlook: Outdated versions can cause problems. If there are any updates for Outlook, install them. Close Outlook and see if the shared mailbox shows in your folder list.
- Create a new outlook profile: If it still does not show, you may need to create a new outlook profile. Create a new outlook profile and add your main email address. Log in to Outlook and see if you can see the mailbox. Don’t delete your outlook profile until you are sure that it works correctly.
- Check if others can access it: Ask a different authorised user if they can access the same mailbox. If several people are having the same issue, there may be an issue with how your mailbox is set up or there could be an issue with an organisation-wide service. If it is only affecting your account, there may be an issue with your profile or permissions.
- Contact your IT administrator: If none of the steps above are working, contact your IT administrator. Let them know what troubleshooting you have done, what error messages you are receiving and whether or not you can access the mailbox in new Outlook or Outlook on the web.
Your admin can investigate why you are not a member of the mailbox, why you don’t have access and why it isn’t being mapped automatically, etc. Don’t remove your current outlook profile or adjust any advanced settings if you aren’t sure how to get your account and mailbox details.
If you’re still having trouble seeing your shared mailbox, you can look at checking your permissions. Create a new profile and see if other people can see it. At this stage your IT administrator will be able to look at the configuration.
When to Reach Out For Troubleshoot?
If you have tried the steps above but still cannot see your shared mailbox in Outlook, then you should contact your IT administrator. This also applies if your emails are not syncing, you cannot send emails from the shared mailbox or other people are having the same issue.
Your administrator can verify that you’re a member of the mailbox and check your permissions and auto-mapping. It would also be helpful to provide any error messages you’ve had and whether the mailbox functions within New Outlook.
Conclusion
Check your permissions and restart the application. If you still can’t see it, manually add it in Classic Outlook. If you still can’t view your Outlook shared mailbox, you could try viewing it in Outlook on the web. As a final attempt, create a new Outlook profile. If you still cannot view your Outlook shared mailbox, please ask your administrator to have a look at your mailbox configuration.
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