Disappearing folders from shared mailboxes

We have this ongoing problem and just can't find a solution for it. We have a number of users that have a shared mailbox. They frequently get into the situation where one person can see a subfolder but others can't. The folder is actually
where it should be but only some of them can see it. All permissions are wide open for them.
So we disable their cache. Then outlook goes right down the tubes; searches take forever, outlook frequently locks up and spins... it's either one hell or the other.
What can we do to fix this?
Thanks!

Hi,
Please confirm the mailbox permission between the problematic users and his shared mailbox.
If these users have full access permissions to the shared mailbox, the subfolders should be available to these users. Pease create a new Outlook profile to have a try:
http://support2.microsoft.com/kb/829918/en-us
If the problematic user just has Owner permission to the Inbox folder in the shared mailbox, the new created subfolder may not be visible to other users. We need to add folder permission for the new created subfolders.
Regards,
Winnie Liang
TechNet Community Support

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Sending From Shared Mailboxes bounce back or underliverable

Exchange 2013 CU6
Issue with Outlook 2007 and Exchange 2013
When a user sends as a shared mailbox (e.g Mailroom) they either gets the do not have permissions or they get a bounce back message.
1. User would get you do not have permissions then 5 mins later it will work again and same for the bounce back. Any issues with CU6 with sending from shared mailboxes?

Hi,
From your description, I would like to clarify the following thing:
The issue will occur if the address in the From box is automatically populated by using outdated, locally cached information when User A typed User B's address.
You can follow the steps below for troubleshooting:
1. In the new email message in Outlook, click From, and then click Other Email Address.
2. In the Send From Other E-mail Address window, click From, change the address book to the GAL, and then select the user to whose mailbox you were granted Send As permissions.
Hope this can be helpful to you.
Best regards,
If you have feedback for TechNet Subscriber Support, contact
[email protected]
Amy Wang
TechNet Community Support

Howto disable calendars from shared mailboxes?

Hi there!
I'm having trouble finding out how to remove or disable calendars for certain shared mailboxes like Info#wedonotneedacalendarforthis.com I've created the shared mailboxes within exchange 2007 and we are using outlook 2010 to access these shared
mailboxes. Help would be very much appreciated. ?.

Hi,
It is by design that being granted full access permission to a mailbox in Exchange server, the user can add the mailbox with all folders including calendar folder.
If you don’t want to share some folders in mailbox, maybe we can share folder-level permissions instead of sharing a full access mailbox permission. To meet your requirement, we need to remove the full permission to the mailbox in server side, then use PFDAVAdmin
tool to set folder permissions with needed folders for shared mailbox.
Thanks,
Winnie Liang
TechNet Community Support

Outlook send as from shared mailbox

HI all,
I have a problem with sending email from a shared mailbox on user accounts. The sent items go to the sent items folder on of the sender, but I want them to go the Shared mailbox sent items (so that other user can see a reply has been sent).
Now I have been searching on Google and found these steps:
To do this, follow these steps:
Click Start, click Run, type regedit, and then click OK.
Locate and then click the following registry subkey:
HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences
On the Edit menu, point to New, and then click DWORD Value.
Type DelegateSentItemsStyle, and then press ENTER.
Right-click
DelegateSentItemsStyle, and then click Modify.
In the Value data box, type 1, and then click OK.

Full Access and Send As are two different things. Granting Full Access does not confer Send As. In fact, Full Access is granted on the mailbox in the mailbox store, while Send As is granted on the mailbox's user object.
Ed Crowley MVP "There are seldom good technological solutions to behavioral problems."
Okay, that is what I thought. (The internet lied to me) I added myself to the Syssupport mailbox with full access AND send as permissions and I received the test email so now that is working. Thank you for clearing that up.

Message recall from shared mailbox greyed out Outlook 2010

Hello,
Can anyone advise if it's possible to recall a message sent from a shared mailbox? The user has full access permissions to the shared mailbox but the 'recall this message' option is greyed out.
We have installed the hotfix below but it says the update is already installed on the system?
http://support.microsoft.com/kb/2475877/en-gb
This is using Windows 8, Outlook 2010 32bit and Exchange 2007 SP3.

Hi,
Try to remove and grant the user the permission to the shared mailbox again to see if the issue still exists.
This issue should have been fixed by kb2475877, please also make sure Office is patched up to date.
We can try with a new profile to setup the account, check if the issue persists:
http://support.microsoft.com/kb/829918/en-us
Regards,
Melon Chen
TechNet Community Support

Mailbox Converted from Shared Mailbox to User Mailbox; Unable to log on using Outlook

Hi,
We set up Office 365 couple of weeks ago and set up a shared mailbox "sales". This didn't meet our needs as we wanted the users to be send email from the sales email box and have these email appear in the set items folder of the sales mailbox,
not from the users mailbox.
Therefore following some instructions, we used the shell to convert the mailbox to a user mailbox. Correctly, this email box now no longer appears in the list of shared mailboxes in the admin site, it appears in the user section.
We have also successfully assigned this sales user a licence <label boxtype="Label" class="BOX-MainTertiary o365-ns-c LicenseProduct" for="sku0">Office 365 MidSize Business including of course </label>"<label
boxtype="Label" class="BOX-MainBodyText" for="sku0_Service2">Exchange Online Plan 1".</label>
However, when we try and add this email box into outlook, it fails, after requesting the password several times. We have checked the password by signing into webmail and this has no issue, it works correctly. We therefore have the correct password, but this
conversion seems to have caused a problem?!<label boxtype="Label" class="BOX-MainBodyText" for="sku0_Service2"></label>
The second issue is that the shared mailbox still appears within the users outlook as a shared mailbox, it hasn't removed itself. trying to right click and close complains it is associated with an email account, meaning it wants us to remove the whole
account and add it again? Surely if its no longer shared it should vanish?

What you're trying to do will have its own problems because Outlook does not serve two masters well. Trust me on this, trying to open two mailboxes simultaneously this way, rather than opening the mailbox as a second mailbox (which doesn't give you
the Sent Items behavior you crave), will cause you plenty of other problems.
Ed Crowley MVP "There are seldom good technological solutions to behavioral problems."

Search folders in shared mailboxes

Sorry to ask here, but no-one knows on the exchange online 365 forum.
How to make a search folder for a shared mailbox? Don't mind if I make in outlook client or exchange online.
I don't mind if its visible in OWA (although that would be nice) as long as its visible in outlook.
I was wondering about making the mailbox the default mailbox for a user, opening the account as exchange account in outlook and seeing if I could make a search folder that way. Would that work?

Hi,
If you want to create a search folder for a shared mailbox, we can try the following steps(Supposing UserA has full access permission for the shared mailbox):
Step 1. Create a new Outlook profile for shared mailbox and configure the shared mailbox with UserA account in Outlook 2013:
1. Open Control Panel > Mail > Show Profiles > Add > type Share to name the profile > OK.
2. In the Auto Account Setup window, fill in the E-mail Account name(share) and E-mail Address([email protected]). Then click Next without type Password.
3. Click Finish to close the window.
4. In Mail window, check Prompt for a profile to be used when starting Microsoft Outlook and click Apply > OK.
5. Open Outlook 2013 with new created profile Share and a Windows Security window would pop-up. Please use UserA account information(User name: Domain\UserA and Password) to log into this shared mailbox.
Step2. Create Search folder for shared mailbox:
Right-click Search Folders > New Search folder to create needed folder for this mailbox. Please note that the search folder in the shared mailbox would not be visible for other profiles. It only works for the default e-mail account in an Outlook profile.
Hope it helps.
Regards,
Winnie Liang
TechNet Community Support

Who has deleted emails from shared mailbox ?

Hi Guys,
We have a shared mailbox and is accessed by more than 5 users.
Some one did something and the emails got deleted. I see them in recoverable deleted items folder.
Can anybody let me know how to find out who has deleted them ?
FYI - we do not have auditing enabled on this mailbox prior to deletion.
But using the MFCMAPI, I was able to figure out the last modification time (which is same for all the emails in this folder)
So, I think, if we can find who accessed this mailbox during that particular time, I will be near to solution.
Can you guys let me know how to check who accessed the shared mailbox at a particular time ?
Thank you in advance.

Hello,
If you did not enable the mailbox auditing logging for the mailbox, I am afraid there is no event to record the operations.
Mailbox audit logging
https://technet.microsoft.com/en-us/library/ff459237(v=exchg.150).aspx
Thanks,
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected]
Simon Wu
TechNet Community Support

Emails disappearing from shared mailbox

Hi
Mixed environment of 2007/10/13 with Exchange 2010
No autoarchiving and no rules on clients or server
The emails are coming in, but they disappear after they have been moved to the folder
I am out of ideas
Thanks
Chris

The emails are coming in, but they disappear after they have been moved to the folder
So you have sort of rules to organize your mails by moving them to different folders? Does this happen to all clients?
As suggested by DJ above, please check your view/filter settings first:
Outlook 2007
Reset view; View-> Current View-> Customize Current View…-> button Reset Current View
Outlook 2010/2013
Reset view; tab View-> button Reset View
Please have a try and feel free to post back with any findings.
Regards,
Ethan Hua
TechNet Community Support
It's recommended to download and install
Configuration Analyzer Tool (OffCAT), which is developed by Microsoft Support teams. Once the tool is installed, you can run it at any time to scan for hundreds of known issues in Office
programs.

Not able to delete emails from Shared mailbox

Hello Team,
I have a mailbox which is shared. User A is having access on that mailbox.
I have added That mailbox as additional Mailbox. when i click on delete button or right click delete i am not able to delete that messages and from any folder.
I have configured User A profile on multiple system and in each and every system i am not able to delete emails
I am using O365 business plan and my Outlook is professional plus with latest update
I removed the mailbox which is shared and added that account as Multi Ex so i am able to delete it
I am running scripts in background so i dont want to add that mailbox as Multi Ex(By going into account settings and adding new email with credentials)
I have given full access to User A on that mailbox on the portal. I removed the access and then re added the access and then also i am not able to delete emails
I have tried safe mode
I have tried online mode
I have tried cached mode
I have tried Right clicking folder for example Inbox and given User A as owner permission from outlook.
I have done the same method of giving permission from OWA
If i open Mailbox in OWA by logging in Using User A and then clicking another user's mailbox and opening mailbox which is shared and i am able to delete emails there.

Exchange doesn't do that. POP3 is a single mailbox client mail retrieval protocol, not a mail transport protocol.
Any attempt to use it as a mail transport protocol is a great big kludge.
Exchange is designed to connect to the Internet using SMTP.
Small Business Server includes a POP mail puller, but I don't recommend it because, again, it's a great big kludge.
Ed Crowley MVP "There are seldom good technological solutions to behavioral problems."

Shared Mailbox folders missing in Outlook Cached Mode

Since I got no responses to my
original post in section, "Exchange Server 2013 - Sharing and Collaboration: Site Mailboxes and Public Folders" I'll give it a try here...
We have Exchange 2013 Server (Version 15.0 - Build 913.22). I have a shared mailbox for our support team, "Support Center". This mailbox is configured as a "SharedMailbox". Our team members have been given Full Access
either by the Admin Web Interface or by "Add-MailboxPermission -User user1 -AccessRights FullAccess".
I am seeing this issue using Outlook 2013 Pro plus that manually created subfolders either in the root of the mailbox or folders under the Inbox are not visible. These folders are just for organization, like "Work Order Entered" and are not
like contact folders or any other special folders.
We determined if the Outlook client is configured for "Online Mode"/non-cached the folders appear and are accessible, but if your enabled Cached exchange mode the folders disappear and are no longer accessible. I have cahnged the cache slider
to go all the way right to say cache everything, not just the last so many days, but this did not resolve the issue either.
Upon further testing I have the same issue when I use Search-Mailbox with Targetmailbox and TargetFolder to my "Discovery Search Mailbox". The folders is created and logs are made, but the folder does not show unless I am in exchange online
mode and not cached.
HELP PLEASE! This is very annoying and we need cached mode for the registry key to place sent mail in "SenderAndFrom" sent items. It doesn't work in online mode.
Find this post helpful? Does this post answer your question? Be sure to mark it appropriately to help others find answers to their searches.

Hi CHase,
shared mailboxes shouldnt be cached,only user mailboxes should.Reason for this is because it will download all info from shared mailbox and it can take some time.All company info will also be stored locally,so its security concern.
You mention that you turn on cached mode,is this under user mailbox or additional mailbox as shown below?
The one to left should be fine to cache all,but the one to the right only first check mark should be on.We have this configuratuon and senderandfrom registry works well.
If you access OWA,then choose to open another mailbox,then choose the "support center" mailbox,do you see all folders?
By granting full access doesnt give you send as permission,for this you will need to run this command:
Get-Mailbox "[email protected]" | Add-ADPermission -User "[email protected]" -ExtendedRights "Send As"
Please mark as helpful if you find my contribution useful or as an answer if it does answer your question. That will encourage me - and others - to take time out to help you. Thank you! Off2work

How to use Search Folders in Outlook for shared mailboxes

Hello
We use Otlook 2010/2013 with MS Exchange 2010. In outlook there is "Serarch folder" with subfolders Large e-mail, Unreaded mails.... User can create own subfolders with rules.
Users have attahet to outlook shared mailboxex for example Import, Export....
For these mailboxes you cannot use "Search Folders" - outlook can use it only for your personal mailbox.
To use "Serach folders" for shared mailbox I have to create new e-mail profile in Windows. User has to run outlook using these new profile "import". Now he is directly connected with shared mailbox.
But users want to use "Search folders" when they are on own outlook profile with shared mailboxes attahecd to their profiles.
Is it posible to do it? Or use some third-party
product?
Thank you for help
Tomasz
Kind Regards Tomasz

Hi,
I suggest we ask this question on Outlook forum:
http://social.technet.microsoft.com/Forums/office/en-US/home?forum=outlook
Regards,
Simon Wu
TechNet Community Support

Shared mailbox - send as and auditing Exchange 2007

Got 3 users A,B,C who all access a shared mailbox X.
They have a requirement to be able to answer emails sent to mailbox X BUT the return address to be X (i.e. not their own or send on behalf etc) so any subsequent relies still go to X and not the individual email addresses.
However, enother requirment is that there needs to be a way to determine which user (A, B, or C) actually sent the email from shared mailbox X.
Any way at all to do this?

Hi,
Since the full access permission has been assigned to users, please give Send As permission to these 3 users (A,B,C) for this shared mailbox X. Then user A,B,C
can send as the mailbox X with the From field shown as Mailbox X. Please follow these steps to set it:
1. Make sure the Full Access permission have been configured correctly.
2. Give send as permission to UserA, UserB and UserC for shared mailbox X.
Add-ADPermission -Identity “Mailbox X” -User UserA -Extendedrights "Send As"
Add-ADPermission -Identity “Mailbox X” -User UserB -Extendedrights "Send As"
Add-ADPermission -Identity “Mailbox X” -User UserC -Extendedrights "Send As"
3. Then UserA, UserB and User C can send messages by the following steps in Outlook:
a. Click New Email > OPTIONS > From, then the From field is shown in the message.
b. Click From > Other E-mail Address, and select the Mailbox X.
Then the recipients would receive the messages which the From field is shown the Mailbox X name instead of UserA, UserB or UserC.
To track which user has send as Mailbox X to the recipients, we can enable message tracking log or
Mailbox audit logging to track it.
Regards,
Winnie Liang
TechNet Community Support

Items in shared mailbox are not visible when using cached mode in Outlook 2013

Hi all,
When using Outlook 2013 working with the users own mailbox works great, but when a user connects an additional mailbox to its mailbox, this mailbox is shown correctly, but it contains no items. The folder list is shown correctly, but there are no items to be
seen.
These users (I have seen it with 3 different users and 2 shared mailboxes already) have full access to these mailboxes (Exchange 2010), but somehow the items aren't shown... When these users turn off cached mode, it works fine and when they use Outlook 2010
it also works fine, but using Outlook 2013 with cached mode will only show their own items and not the items in an additional shared mailbox.
What is the cause of all this?
Kind regards,
Erik

Maybe something interesting...
When looking at article http://support.microsoft.com/kb/982697/en-us
I saw that Outlook 2013 by default caches everything and that's what I wanted. I tested however adding this regkey to see what happened and after that the email shows up in the mailboxes... Somehow the mail from shared mailboxes doesn't want to be
cached...
Does anyone know what this could be? I want everything to be cached, also the shared mailboxes but somehow this doesn't work and it does when using Outlook 2010....

Shared mailbox outlook 2013 sent mail sitting in outbox folder

Hi guys,
I am hope you might be able to assist.
I have users who access a shared mailbox (primary mailbox) as delegates with full permissions and send as permissions. They also have a nested mailbox which is their own personal mailbox. Mail sends from both mailboxes and when it behaves mail gets delivered
to the sent item of the sender. But on a common recurrence mail sits in the Outbox of the delegate mailbox when sent from that mailbox. They can hit send/receive and it will force mail to send and also mail can delay for several minutes at times. This is also
seen in OWA.
Removing the nested mailbox and adding it as a additional mailbox allows mail to flow without issue but mail sent from the additional mailbox gets placed in the sent items of the primary mailbox. Client would prefer the sent items to be kept separate (tried
DelegateSentItemsStyle).
The exchange is a Exchange 2013 VM server and the client's use remote desktop services to access the platform. Also each Windows mail client is configured to use HTTP and cache mode is disabled for remote services. Last applied update was on the 08/2014.
Your help will be greatly appreciated.
PJ

Hi,
From your description, when you send a message from shared mailbox, the message is sitting in Outbox folder. I have seen some people have this issue, it is recommended to run Outlook using Cached mode as a workaround.
Hope this can be helpful to you.
Best regards,
Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact [email protected]
Amy Wang
TechNet Community Support

Disappearing folders from shared mailboxes

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