Enable Outlook Office 365 Shared Mailbox Searching - Cached Mailboxes

[@Lapknot]

this video is 4 years old and Microsoft still without fixing this problem, thanks for the vid man, migrated the company from workspace to MS365 two weeks ago, this fixed my problem.

[@AndrewPiercy]

I was searching all over for how to search a shared contact list and having no luck. i turned off cached mode which you talk about at the beginning, boom now it works. Since it's only the shared contacts it's fine to be online only and I don't need the entire workaround, but I'm so thankful I found this solution!

[@HamstaHuey]

THANK YOU for this video mate - still same problem 5 years later, still a good fix for this problem!

[@nicholasreynolds6609]

I have been searching for a fix for over 2 years. Thank you. I would also mention this allows you to also set the default Send From account. I had this working at one point, but then the Send From was not working and the copy never dropped off. It worked flawlessly this time. Pretty sure I tried something similar before, without luck, but this worked great!

[@Rosalies_]

You added the email as an account?

[@Locutus]

Brilliant, this worked in 2023! TY!

[@conradmcknight4321]

THANK YOU! I have been searching for a solution to this for a while now!

[@Fergo101]

Is there an update for this since MS killed of legacy auth? Its a bit ridiculous that we cant search shared mailboxes.

[@abidmohsen2724]

Worked well unchecking the Download shared Folders 😍

[@juliusryannavia5205]

Ohh G! I spend hours searching for this solution. Thank you!!

[@learnitfromwilliam]

Holy crap, disabling that cache mode friggin worked! It's slow as shit but I don't care because the shared mailbox I work with is not something I look at frequently. What's frustrating is this was working up until about two weeks ago so I'm not sure what jacked it up. I suppose a windows update(go figure). Anyway, that's for that tip, much appreciated.

[@friendlyfriesen]

I would give this 3 thumbs up if I could. Thanks for this, solved our issues.

[@mehdighazanfari5871]

this helped me. thanks. although accounts with no full permission to shared mailbox can not be setup on outlook. work around for me was to use an account with full permission on shared mailbox for authentication. this issue is very annoying .

[@ronthao]

There is an issue with sending emails out of the shared mailbox after setting it up this way. The issue is that after a shared mailbox has been setup this way, emails will get stuck in the Outbox and never send. Does any one use or have end users use shared mailboxes to send out emails? And if you've found a fix for this please let me know. I mean by setting up a password for the shared mailbox, and using the email address and the password that's been setup for the shared mailbox, does that make me non-compliant? Let me know your thoughts.

[@khaldion3425]

I'm having the exact same issue for months now with our employees. Any solution to this yet?

[@jmodolossana]

Hi, I have the same issue! @marekoTech any idea?

[@Pyngwieee]

Great video, finally someone who put proper attention on this this shameful lack. Anyway, it seems not to work anymore! Have you find a fix? Thanks a lot!

[@MarekoTech]

Hi Michele , I have noticed similar behavior after installing recent windows updates , testing a few fixes will come back to you

[@bertinndayizeye_Tino]

Thank you so much. It's worked 🙂🙂

[@milesvowles5462]

Thank you so much! this resolved my users problem!

[@kamillowczynski1205]

Thank you a lot for help, it sort out problem with searching in all shared mailboxes, but now have still problem with creating searchfolder it allow to choose only one main email, not see other. Cant create search folder for other email only main. Do you have any solution for that?

[@JordiHermsen96]

A colleague of mine is experiencing the same problem: search is not working in shared mailboxes. The search function works after turning off the cache, but he relies on categories in Outlook, which are no longer searchable when the cache is disabled. He cannot work without categories as they are essential for his job. Is there another solution to this problem?

[@kaurkulaator]

Finally i can close the request, thanks

[@sanjaymistry4024]

I've tried this an it worked a treat, well for a short time, and now my users get 'cannot expand folder' error. If I remove the shared mailbox account that was created in addition to the user account the mailbox folders expand, but the search issue returns. I have searched online and found some suggestions to, remove Cache, disable the add-ins to the point where its suggested to create a new profile, repair outlook. I haven't completed the latter, but I am going to try creating a new profile, although I am not confident this will resolve the issue. I was wondering if anyone had come across a similar issue?

[@khaldion3425]

We've had this issue as well, also the emails we try to send from the shared mailbox often go to the Outbox.

[@abidmohsen2724]

If they unable to extend the folder I think there is a Access issue

[@jmodolossana]

Hi, we have the same issue!.. No idea how to solve it...

[@bionicstar1]

Great video, thanks for sharing this fix!

[@JorisTielkes]

Thank you for this awesome solution! I did run in to one snag; the account I frist added to Outlook was in a different domain. I added the account to be searched like you suggested and got no results. When I created a new profile and added multiple accounts from the same domain the search worked like you described.

[@JorisTielkes]

Is it possible to disable new mail notifications / agenda reminders for the other account?

[@MarekoTech]

Hey Joris, yes it is , you'll need to setup a new outlook rule to disable desktop alerts for the one particular mailbox

[@asfomp]

You sir are a legend 👍

[@khaldion3425]

Indexing options in ost. keep unticking themselves, what do i do?

[@geckocc]

This worked! Thank you so much!

[@rahulguha4597]

This worked! Thank you so much! :)

[@cihan-d]

Do anyone know what happen if the user enable MFA ? What about the other shared mailbox users, do they get a problem or won't effect them ? Any comments ?

[@robertharradine4255]

Any idea how to get this working for on-premise Online Archive? Having the same search function issues with archived mail. Using Outlook 365 search does not return results from Online Archive mailbox unless you manually select each folder to search. Issue does not exist on Outlook 2016. Cheers.

[@Rosalies_]

Same issue here. Any chance you solved this?

[@Stanhoeke]

I tried doing this but it didn't work. At the next start of outlook it gives me the following error: outlook cannot open the set of folders. the client operation failed Outlook will start working again after i delete the accounts

[@86MagicJ]

You, Legend!!

[@danno3003]

Cannot add a shared mailbox as a 2nd mailbox in Outlook. It doesn't allow entry of my credentials, it only allows the shared mailbox password (and there isn't one with a shared mailbox). I have 'full' and 'send as' delegated access to this shared mailbox. The popup screens you showed where it allowed entry of other credentials doesn't exist. I'm guessing this may have been available 3 years ago when this was first posted, but as M$ likes to do, they take anything useful away. Looks like stuck with crippled searching - must keep 'caching' off and settle for slow searching and of course, shared mailbox not available in global Outlook search ('all mailboxes'). Also, another nasty bug (of course, M$ designates this as 'by design') prevents moving of folders (that contains subfolders) in a shared mailbox - get the bogus error '...may contain private items'. Using OWA to move useless, since there's no way to prevent the 'expand all' on the folders, which makes choosing a destination folder impossible with a large, hierarchical folder structure.

[@heyjohnsmith]

when it request the shared mailbox password (on that pop-up menu), click the back button, change to login email from your shared mailbox email address to your main account email address, login, enter main account password. That is how you can authenticate shared mailbox with your main account credentials.

[@ryanshaw3931]

Hi, this looks like it'll sort a big problem we have at my workplace. We have 4 computers with their own email addresses on, and each others. Then we have a shared mailbox 'info'. We can't seem to search it like a normal mailbox so this seems to be the issue, however I'm a bit cautious about doing this as it might create problems I can't later fix. Is it possible for me to get in touch with you on some sort of messaging platform one day to do this as we speak? It would be greatly appreciated. Thanks

[@MarekoTech]

Hey Ryan, your best bet is to convert the info mailbox to a user mailbox and assign it a licence , that way users can add it with the password you specify for the mailbox. They can then search the mailbox as normal and all items will be indexed/searchable . You can convert it back to a shared at any time if it does not work out but if you want search to work how it used to you definitely need a user mailbox with licence assigned, I may be around what time zone are you in?

[@ryanshaw3931]

@@MarekoTech I see, thank you. I did think similar a while back when doing this but wanted to try avoid an extra license cost every month/year. I'm in the UK but thank you!

[@noellesolebaga8872]

By doing this, you loose the send on behalf, correct?

[@MarekoTech]

send of behalf settings are normally set from the server side unless they have setup specific delegate permissions, but I don't believe you will lose this function. also note that setting it from the server side/admin portal it usually takes 24 hours for it to become active , send as is usually instant

[@Streaty1984]

Great explanation, it works. However I'm now getting new email notifications for the shared mailbox as well as my own. Is there a way to turn off the new email notifications for just the shared mailbox. I need to be able to search in the shared mailbox and various subfolders but don't need notifications of new emails being received in there

[@nickmetta]

It seems it's not working for me. Please let me know if you are available to assist. Please PM me on LinkedIn or let me know how else we can connect to discuss details and your fee. Thanks