Outlook searching shared mailbox

I am very confused with this issue with the different answers on all the forums
Is it possible to search for items in a shared Exchange mailbox when starting in the primary email address.
If so, what are the requirements to get this working?
I have read a lot about .ost/.pst files being required (a shared mailbox does not add these locally by default).
I know that I can log into OWA and then successfully search for items but that makes no economic sense if I'm using Outlook.
Is there a simple work around to achieve searching the shared mailbox.
Regards,
Martin Kozma
Martin Kozma, Kozma Technology

Hi,
I recommend you use "open additional mailboxes" function to achieve your requirement.
The following articles for your reference:
For outlook 2003:
Open additional Exchange mailboxes
For outlook 2007/2010:
Adding Additional Mailboxes
For outlook 2013:
Add an Additional Mailbox in Outlook 2013
Hope this helps!
Thanks.
Niko Cheng
TechNet Community Support

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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
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Outlook 2013 shared mailbox indexing and search issue

I have 2 Outlook 2013 clients running in Cached Mode, with Download Shared Folders checked and a delegated mailbox opened via the Account Settings Advanced tab. Both clients are accessing the same delegated mailbox. According to this article (http://blogs.technet.com/b/outlooking/archive/2014/04/28/understanding-search-scopes-in-microsoft-outlook.aspx),
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This makes searching the delegate mailbox completely unworkable, which is a problem for the 2 P.A.s concerned, as they spend a lot of the day searching for correspondence.
I have tried rebuilding the search index, with no change in the search behavior. It seems that WDS is not indexing the cached delegate mailbox - how can I correct this?
Thanks
Patrick

Hello,
Please try to add the following registry key and then restart Outlook to check the issue again:
Note: Serious problems might occur if you modify the registry incorrectly. For added protection,
back up the registrybefore you modify it.
Registry data to index shared mailboxes:
Key: HKLM\software\policies\Microsoft\windows\windows search
DWORD: EnableIndexingDelegateMailboxes
Value: 1
Please let me know the result.
Regards,
Steve Fan
TechNet Community Support

Privacy Settings and Outlook 2013 shared mailbox

We just switched to Outlook 2013. There is one vendor who had been sending emails with the sensitivy setting set to "Private" to a shared mailbox. It worked fine until the switch to Outlook. She may also be setting some permssions,
but I could not check that. I do know they cannot be forwarded or replied all to, however, if that clue helps.
Now this setting, or another setting, seems to be blocking the emails from coming through. They do come to my personal email, but not this shared mailbox.
Is the setting the issue and can I do anything on my side to enable to come into the shared mailbox?

Hello,
Please try to add the following registry key and then restart Outlook to check the issue again:
Note: Serious problems might occur if you modify the registry incorrectly. For added protection,
back up the registrybefore you modify it.
Registry data to index shared mailboxes:
Key: HKLM\software\policies\Microsoft\windows\windows search
DWORD: EnableIndexingDelegateMailboxes
Value: 1
Please let me know the result.
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TechNet Community Support

Office 365/Outlook 2013 Shared Mailbox Sent Items Problem

I've only been able to find an answer for this problem for Outlook 2010, and that doesn't work for 2013.
I'm trying to make the sent items for a shared mailbox save to the sent items of that mailbox, not my mailbox. I got the deleted items to finally work, I just need to get the sent items to work now.
I've read about this key:
HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Options\Conversations
But I don't have the conversations folder, should I make it?
I've also seen this:
HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Preferences\DelegateSentItemsStyle
But that doesn't seem to work with Office 2013.
Any ideas?
Thanks

We have the same problem with a client. We are using Office 365 with Outlook 2013 on a RDS Windows Server 2012 R2. I can't find the HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences
folder in the registry. HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\ is as far as it gets.
Even when we sent from the Office 365 online mailbox and fill in the from address, the sent mail is stored in the sent items folder from the user instead of the shared mailbox.
I've searched everywhere for a solution, but I haven't found one yet.
Regards,
Steve
If a key does not exist, you need to add it - Outlook doesn't create keys it's not using. :)
Diane Poremsky [MVP - Outlook]
Outlook & Exchange Solutions Center
Outlook Tips
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Outlook 2010 Shared Mailbox Outbox Send Immediately Issue

Hello,
So we have a weird problem tat we have being trying to diagnose for a while and I think that I have finally got to the bottom of the problem, just now need to find a solution.
We have a shared email email account. This is set up as shared mailbox in exchange (2010) with Full Control and Send On behalf of privileges given to three users. Each of these users has added this shared mailbox
as a second account to their outlook (2010) profile.
The Problem we have appears to be two fold. For some reason emails are not sent immediately for this account even though this is value of the setting in outlook. This puts an email in the shared mailbox outbox. We then have a race condition where by the
first user of the shared mailbox whose outlook client does a send an receive first becomes the user who sent the email on behalf of the shared inbox rather than the user that hit sent. This has caused mild confusion for the recipients as signatures of the
email does not match what outlook is displaying.
So, firstly is this expected behaviour for shared accounts, that the outbox is shared so this race condition will always exists?Secondly, any idea why on this second mailbox attached to outlook emails are not always sent immediately? In fact this appears
to be a bigger problem, email not getting sent until people hit send and receive has just happened to someone else. What can I do to diagnose this issue?
Cheers
Rich

Hi,
Based on the description above, the issue is that when you send an email message from a shared mailbox, the sent email message remains in your Outbox until you manually perform a Send/Receive operation.
As far as I know, this problem occurs when both the following conditions are true:
Your Outlook profile is configured in online mode (not cached Exchange mode).
You have the DelegateSentItemsStyle registry value set to
1.
If you are using Online Mode, please switch to Cached Exchange Mode to check the result, if the issue doesn't occur then, please note there is no resolution to this problem other than to either switch your profile to cached Exchange mode or set the DelegateSentItemsStyle
registry value to zero (0). Additionally, if your mailbox is located on Microsoft Exchange Server 2010 (or later), the Exchange administrator can configure similar behavior on the server.
Important
Follow the steps in this section carefully. Serious problems might occur if you modify the registry incorrectly. Before you modify it,
back up the registry for restoration in
case problems occur.
To change the value of DelegateSentItemsStyle to 0 in the registry, follow these steps:
Exit Outlook.
Start Registry Editor.
In Windows 8 and Windows 8.1
Swipe in from the right to open the charms, tap or click Search, and then type
regedit.exe in the search box. Or, type regedit.exe at the Start screen, and then tap or click
regedit in the search results.
In Windows Vista and Windows 7
Click Start, type regedit in the Start Search box, and then press Enter. If you are prompted for an administrator password or for confirmation, type the password, or click
Allow.
In Windows XP
Click Start, click Run, type regedit, and then click
OK.
Locate and then select the following registry key:
HKEY_CURRENT_USER\Software\Microsoft\Office\<var>x</var>.0\Outlook\Preferences
Note In this key path, the placeholder <var>x</var>.0represents
15.0 for Outlook 2013, 14.0 for Outlook 2010,
12.0 for Outlook 2007, and 11.0 for Outlook 2003.
Select the DelegateSentItemsStyle value.
On the Edit menu, click Modify.
Type 0, and then click OK.
Exit Registry Editor.
Start Outlook.
More details about the issue can be found in this kb below:
Email remains in the Outbox when you use the DelegateSentItemsStyle registry value
Regards,
Melon Chen
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. 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].

Outlook 2010 shared mailbox in cache mode not updating Inbox automatically

I have a user who has XP on his desktop, running Outlook 2010, connecting to a Exchange 2010 w/SP2. I recently added a shared mailbox for him to monitor. I did it the old way by adding additional mailbox to his client (outlook 2010) pc.. I understand
now that in 2010 SP1 or greater that you can simply do this from the exchange server by granting full access permissions. Either way, the user sees the mailbox and gets email in the shared mailbox ONLY when he clicks on the inbox and
clicks on Update Folder. For some reason it is not auto updating new email. His personal account works fine, meaning when a new email is received it comes in and you see new mail. The account is in cache mode and I've looked at other shared
mailboxs that are working fine and the settings look the same? I'm not sure why this shared mailbox is not updating?
William McConnell

I can see this is an old thread but I have a relevant question.
This workaround does indeed work but what else is possible to do? The cashed mode is more or less necessary when working with large shared mailboxes.
Niklas

Outlook 2010 - Shared mailbox copies sent items into inbox

Good afternoon, I have a customer which recently requested a shared mailbox addition for group emails within his team (all accounts are Exchange). The shared mailbox is duplicating sent items in the inbox of the shared account. The default account
functions normally with sent items only residing in the sent items folder.
All the settings appear normal on the cliet side, what am I missing?
Thanks in advance,
Mack

Hi Mack,
Does this issue occur on all the users who add the shared mailbox or just several users?
If this issue only occur on one user, please recreate Outlook profile to have a try.
You also can use OWA to help you check on the issue:
<1> Grant one user with full access permission on the shared mailbox.
<2> Login with OWA, and use the shared mailbox to send one email, then check if the sent item email will be copied to the inbox.
Thanks,
Evan

Outlook 365 Shared Mailbox's Issues

HI Guys,
Having an issue in that shared mailbox's aren't syncing for all users. All running the same version of office and all have full access permissions to the mailbox.
Thanks in advance.
Adam
This topic first appeared in the Spiceworks Community

Hi Martina
I am very much of the same opinion.
I have created a new Exchange account under the same user profile. I have set it touse a different ost file, with a unique name. When I open Outlook it seems to look happy, but it does not cache the new Exchange account. I have the Cached mode option selected
for the account, but the OST does not seem to be populating. Do I need to do something additional to get this working? I know that Exchange will automatically open any additional mailboxes to which the logged on user has full permissions. Could this be clashing?
Thank you very much for your assistance.
Iain

Outlook 2010 shared mailbox marked as read/unread issue

Hi Outlook Pro's,
We've got a weird issue on a shared e-mail account in exchange. 2 users accessing the shared account currently experience this issue whereas another one works fine and we're trying to determine the source of the problem.
When browsing the shared e-mail account's inbox, and opening an e-mail, the e-mail isn't marked as read in the inbox. This is a problem as other users viewing the same e-mail account can't see whether the e-mail is being serviced.
However, if we categorize the e-mail, it is marked as read/unread instantly. Or if we switch to the users personal inbox and back again it changes the read/unread status.
User services has tried the following:-
1. Changed Reading Pane options for when the mail item is marked as read.
2. Enabled the reading pane addon for Outlook.
3. Repairing the OST (clearing the exchange cache)
3. Switching the effected user to another computer, it's almost like the problem follows their profile.
The e-mail account is shared between 5 users, only 2 of which are experiencing this problem.
Is there anything else we can try on the user end?
What should we investigate in Exchange?

Analysed first according to your description.
1. Changed Reading Pane options for when the mail item is marked as read. - no option problem
2. Enabled the reading pane addon for Outlook. - What's add-ins in your site?
3. Repairing the OST (clearing the exchange cache) - Not the problem for data file itself
4. Switching the effected user to another computer, it's almost like the problem follows their profile. - Not the problem related the shared mailbox
5. The e-mail account is shared between 5 users, only 2 of which are experiencing this problem - conflict with the result of Point 4, it looks the local profile still be the doubt..
At this point, please try to run Outlook.exe with safe mode on those two problematic computers and avoid any add-ins interrupt. You may also use the switch command-line /cleanviews to check the result as well.
On other hand, please double confirm if the problematic computers' connection status vs. none-issue machines'. Using the cable connection with the same network speed? RPC/MAPI or RPC over http? etc... Any difference might be the cause.
Tony Chen
TechNet Community Support

Outlook 2010 Shared mailbox

Hello,
It is my companies' policy that users are not allowed to share a network login so in order for more that one person to get a department email(with a department inbox) they are curently sharing a mailbox for that department. The problem is when they
are logged in to their Outlook profile and they try to send an email from that inbox is appears to the reciepient as being from the user and not the department email. I have instructed the users on using the "from" field when creating a new
email but I was wondering if there was a way to automate this. (while stil logged into their profile) I know you can change the default account but that is not preferable because they would still have to change the "from" field every time they wanted
to send from their own profile. I experimented with using a seperate profile but it seems cumbersome to close Outlook and reopen it to use a seperate profile. Is there something I have missed?
Simply stated I want the user to be able to be logged into their Outlook profile, but be able to send as another user when that inbox is selected without user input. Thanks.

I have found my answer. Moderator please close this thread. Thank you.

Outlook 2007 shared mailbox only stores 1 week of emails

Hi,
We have an inbox setup on Outlook 2007 which is used as a shared inbox- myself and some other users have the inbox open on our personal Outlook setups to view. This mailbox only keeps emails dating back one week. They only go back 1 week on the physical Outlook 2007 setup as well. How can I set it to never let emails 'fall off' - and if possible- can I restore all of it's historical emails?
Thanks-
This topic first appeared in the Spiceworks Community

Hi Patrick,
Have you checked the user's Deleted Items folder from OWA? Can you see the missing deleted emails from there?
In addition, please also check if the user have any view/filter set on the Deleted Items folder. Click to select the Deleted Items folder, then, click View > Current View > Customize Current View. Click the Reset Current View button and then click
OK button. Now, check if you can see the missing deleted emails.
Please let me know the result.
Regards,
Steve Fan
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.
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]

Outlook 2013 - Searching All Mailboxes... doesn't!

Hello. We have a number of users that are having problems searching their mailboxes. We are:
Outlook 2013
Cached Exchange Mode
Fully Indexed
Selecting the option to search "All Mailboxes"
Only brings up results from local inbox.
I have tried this at our help desk on several computers, same problem.
I have read through some of the postings on here, but nothing seems to help. Any ideas? Can't see recreating profiles for a large group of people and then have it not work. Recreated my own profile and still won't search my shared mailbox.
Thanks!
~Chris

Hi Chris,
Sorry for the delay. It's the normal behavior of Outlook to not include shared mailbox even if you select to search "All Mailboxes".
Some users reported that they can search shared mailboxes after checking the box "Download shared folders" under Account Settings > More Setting > Advanced. You may also test it if possible. (I've tested it in my environment, but it didn't work.)
Best Regards,
Steve Fan
TechNet Community Support

Adding shared mailboxes to search index

Hi
We are using Office 2013/Outlook 2013 C2R and Exchange Online.
Our shared mailboxes appear to Outlook as expected and other ways work normally but I can not do s search against to shared mailbox. When I go to Inbox folder of a shared mailbox, do some search, I do not get any results.
How to search shared mailbox?

Hi,
Please setup the shared mailbox Exchange account in a single profile to have a try. In this way, we can index & search another mailbox in Outlook 2013 without problem. For detailed information about it, please refer to the Add multiple
Exchange accounts to a profile part in the following article:
http://technet.microsoft.com/en-us/library/ee815819.aspx
Thanks,
Winnie Liang
TechNet Community Support

Shared mailbox and personal mailbox showing identical content in Outlook

I have one user on Outlook 2010 who has Full Access permissions to a shared mailbox. In OWA, everything looks fine, but in Outlook, the shared mailbox shows the contents of her personal mailbox instead of the content of the shared mailbox.
If she views the shared mailbox's Inbox, it shows her the contents of her own Inbox instead of the shared mailbox. If she attempts to view the shared mailbox's Calendar, it shows her nothing at all. There are no error messages.
I configured a separate Mail profile (via Control Panel) for the shared mailbox, and that works fine also.
I deleted her Mail profile and all cached Outlook data, then created a new profile, and let Outlook recache all the data. Same problem.
Any ideas what is going on or how to fix it?
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Finally some moderately helpful info:
The end user logs into a computer on an untrusted, foreign AD domain (domain2.com) using an account from that domain. She then logs into her Exchange mailbox in Outlook using her domain.com account.
Every domain2.com computer she logs into gives her the same random mailbox mirroring problem.
I had her log into Outlook on a computer on domain.com located in my office and leave it running for 3 days. Every time her Outlook client on her regular computer would start or stop mirroring mailboxes, she would let me know, and I'd check the computer
in my office and find no problem.
So the problem is something in the foreign domain or something that that domain's administrators are doing to the computers. Unfortunately, several other people on that domain are using mailboxes and shared mailboxes on my Exchange servers in the exact same
configuration and are not having this problem. It is only this one user.
I am pretty sure they are not using roaming profiles. I know they are not using mandatory profiles.
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Outlook searching shared mailbox

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