Shared mailbox issues

Hi,
I have a PA with access to two shared mailboxs all three outlooks are 2007, and the PA has owner permissons on both. The PA has created "User-defined fields in Inbox" called Action and has ticked "Allow in-cell editing within Other settings.
In one mailbox she adds notes in the action box and the manager can see these, but when she does the same in the other managers mailbox he isn't seeing this. Please can someone help me.
Following action has been done. Created new local outlook profile on PA laptop and manager's (one not working) laptop, recreated the Action column, re-created ost file, but problem is still there.

Hi,
How does the PA open these two shared mailbox in her Outlook? Added via
the Exchange email account’s Advanced tab (using the Open these additional mailboxes option) or via Auto-Mapping? Or configured second Exchange account for shared mailbox with another profile?
Please check if the Action field is shown in Manager’s Outlook with Online mode.
we can click Send/Receive > Update Folder to manually update the Inbox folder. We can try to make changes in Online mode in PA's client and verify if the changes is updated in Manager's
Outlook.
Regards,
Winnie Liang
TechNet Community Support

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Exchange 2010 /hosting shared mailbox issue

Hello everyone.
I had an issue come up in our Exchange 2010 with /hosting switch deployment (currently at SP2).
We have several organizations and shared mailboxes configured and working on some. We add Full access permissions via Powershell + Send as rights and it auto configures and works just fine.
Last week though, one of several people that uses a specific shared mailbox started getting the error: "Unable to open your default e-mail folders. The Microsoft Exchange Server computer is not available. Either there are network problems or the
Microsoft Exchange Server computer is down for maintenance." (Error ID: 300)
The other users can still work just fine. Configuring the account in another PC shows the same problem (so it's not the local profile).
Creating 2 users, giving nr1 full access to nr2 generates the same error.
In another org though, i was able to give full access to another acount to an existing user and it worked (although the auto-mapping didn't, had to add it manually)
I'm out of ideias. Any sugestions?
EDIT: Did a couple more tests on another Org. On this one everything works with the shared folder access with old and new accounts but strangely the auto-mapping doesn't.
It seems that this is an issue with the mapping.

Hi,
From your description, I recommend you manually update or create your Outlook profile with RPC encryption and check the result. Here is the steps on Outlook 2007 for your reference:
1. Select your profile, and then click Properties, click E-mail Accounts.
2. Select the Microsoft Exchange Server account, and then click Change.
3. In the dialog box that contains your mailbox server and user name, click More Settings.
4. In the Microsoft Exchange Server dialog box, click the Security tab.
5. Click to select the Encrypt data between Microsoft Office Outlook and Microsoft Exchange check box, and then click OK.
6. Click Next, and then click Finish.
For more information, here is a kb for your reference.
Connection issues and error messages in Outlook for a mailbox on a server that is running Exchange Server 2010
http://support.microsoft.com/kb/2735060
Hope this can be helpful to you.
Best regards,
Amy Wang
TechNet Community Support

Mail from Excel using a Shared Mailbox issue

Hello,
We have Office 365 running with several shared mailboxes. We configured the value DelegateSendItemsStyle so when you send an email it will be placed inside the shared mailbox send item folder. (See KB:
http://support.microsoft.com/kb/2181579). So far so good.
When we send directly from an Office application like Excel (File -> Share -> E-mail -> Send as Attachment), in the new email window we change the From field to a shared mailbox, type our text and send the mail. Now the file will be placed
inside the users send items folder.
Somehow when we mail directly from Word/Excel the DelegateSendItemsStyle gets overruled and ignored. When we change the shared mailbox to a payed one with a license, add the box as a second Exchange account and send the mail then, everything is ok and the
mail will be placed inside the shared mailbox send items folder. As you might understand, with 25 shared mailboxes it is a waste of money to license them all.
I contacted Microsoft Office 365 support, and this is outside of their support scope.
Any ideas how we can fix this?
Thanks in advance.
Kind regards,
Max

Hi,
Please read the kb 2181579 again, we can find the following information:
The functionality is available only when the Exchange account is set to
Use Cached Exchange Mode. The DelegateSentItemsStyle registry value does not affect an Exchange account that is configured in Online mode.
When you said "add the box as a second Exchange account", did you mean "additional Mailbox"?
Go to File -> Account Settings -> Account Settings -> Double click on your account name -> More Settings -> Advanced -> Make sure "Use Cached Exchange Mode" and "Download shared folders" have both been ticked -> OK.
Kindly check the result.
Thanks,
Melon Chen
Forum Support
Come back and mark the replies as answers if they help and unmark them if they provide no help.
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here

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),
they should be able to search the Current Folder via WDS, but in both cases, changing the Search Scope to Current Folder causes Outlook to hang for 10-20 minutes.
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

Reading Panes views on Shared Mailbox changes automatically issue

Can someone please advise if this is a known bug or if it's just because it is the way the software is configured?
Our email account are hosted by Microsoft on Office365.
Email accounts are added as an account on Outlook2010.
When accessing shared mailboxes, the reading pane view settings changes automatically from time to time from "Date to Category".
I noticed that others have raised a query on this previously but never got a properly answer.
NOTE: PLEASE DO NOT SUGGEST TURNING OFF READING PANE AS THAT IS A STUPID IDEA FOR THOSE WHO SUGGESTS IT. We all know you can turn it off as an option but if people wants to use it, you don't just tell them not to use it as a workaround.
You wouldn't tell someone to go catch a bus if their car is broken temporary. You fix the car so that you can use it later.
Thank you.

Hi,
According to my konwledge and research, this issue is relate to Outlook Client.
I suggest you contact Outlook Support Team so that your can get more professional suggestions. For your convenience:
https://social.technet.microsoft.com/Forums/en-US/home?forum=outlook&filter=alltypes&sort=lastpostdesc
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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 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].

Email Issue - Can't send to a distribution list/shared mailbox

Hi,
I am able to send emails to named email addresses for individuals in my company but when I add a distribution list or a shared mailbox, I get the following error:
ORA-29279: SMTP permanent error: 550 5.1.1 : Recipient address rejected: User unknown in local recipient table
Can someone please help me with this issue?
Thanks
LCHIMC

Hello,
In general I'd recommend you should always use a full address for your email recipients. Your mail server should handle a fully qualified address even for local delivery, however by using the fully qualified version you protect yourself from any configuration changes on the mail server that would stop local addressing working.
Just my thoughts.
John.
http://jes.blogs.shellprompt.net
http://apex-evangelists.com

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

One shared mailbox with multiple distribution groups connected and the sent items folder - how to configure?

Hi!
I have been struggling for a while now with the following issue.
For starters:
We are using exchange 2010 in combination with outlook 2013 on client computers.
Cause of the limitations concerning the number of mailboxes in outlook im looking for a solution to receive and reply
to multiple aliasses. So i did the following:
1. Configured one shared mailbox.
2. Configured multiple distribution groups
3. made the shared mailbox a member of the distribution groups
4. Configured full access and send as permissions for myself on the shared mailbox ( testing )
5. Gave send as permissions to the shared mailbox in Active directory.
6. Logged in to OWA to setup rules for the shared mailbox.
I now receive emails from all connected distribution groups in the shared mailbox and also in the right folder.
I do however have to select the proper from address when i reply to an email.
the email sent by the main SMTP of the shared mailbox is placed into the sent folder of the shared mailbox.
I setup the senddelagate blabla in register.....
When i sent an email as one of the connected distribution groups it fails to put the sent item in the sent items folder of the shared mailbox. The email is sent using the proper address but placed in the sent folder of my main account.
I want this emails to end up in the sent items folder of the shared mailbox. Or even better, in a sent items folder for each of the addresses.
Any suggestions ?
Thanks in advance!

Hi,
As what
Rajkumar says, sending as a shared mailbox(full access permission) will put the email in the sent item of shared mailbox. But it cannot be located in the “sent item” of a distribution group. Because
it is a distribution group instead of a enabled user mailbox.
According to your further description, I understand that the reason why you configure that is some users reached the
limitation about the number of Exchange accounts you can include in the same Outlook profile. Is it rights? If I misunderstand, please point it out.
By default, user can only add 10 Exchange accounts to the same profile. You can customize the limit to the number Exchange accounts in the same profile using the following registry data:
Key: HKEY_CURRENT_USER\software\policies\Microsoft\exchange
DWORD: MaxNumExchange
Value: integer value starting at 1 (default = 10 if DWORD is missing)
http://blogs.technet.com/b/outlooking/archive/2012/12/24/clarification-on-outlook-2010-and-additional-exchange-account-supportability.aspx
Hope it helps.
Thanks,
Winnie Liang
TechNet Community Support

Exchange 2013 - Out of office unavailable when shared mailboxes added in

Good Morning all,
I have a strange issue with our MS Exchange 2013 environment concerning out of office.
When certain users try and access the OOO it gives them the below error message:
"Out
Of Office cannot be display because the server is currently unavailable"
As I mentioned, this is not affecting all users, here comes the strange part(I think so anyway)
The users in question have a shared mailbox added, if I remove the mailbox VIA ECP / Outlook client, out of office begins to work, once I add the mailbox back in, everything works, until the next day or some sort of refresh takes place and then OOO becomes
unavailable again.
Any help would be greatly appreciated.
Thanks,
San.

Did you recently installed windows update?
If yes, then check this, see if it applies by uninstalling the update.
http://windowsitpro.com/blog/update-causes-outlook-2013-fail-open-archive-mailboxes
Cheers,
Gulab Prasad
Technology Consultant
Blog:
http://www.exchangeranger.com    Twitter:
  LinkedIn:
   Check out CodeTwo’s tools for Exchange admins
Note: Posts are provided “AS IS” without warranty of any kind, either expressed or implied, including but not limited to the implied warranties of merchantability and/or fitness for a particular purpose.

How do I get reminders to show up from Tasks I have created in a shared mailbox?

I have tasks set in a shared mailbox. They have reminders set in them. I do not get the reminders. Running Windows 7, Office 2010 Plus.
I have also tested this with meetings from the Shared Calendar and it does not work.
Is there a setting that needs to be changed or something I can do to start getting these reminders, as well as the ones in my own mailbox? Or even better have an automated e-mail sent to me when one of these tasks become due?

I have found my way to this topic also through the outlook forum and am surprised that you guys are sending Gabe H back to the outlook forum once more... this looks to be a little bit like we users are dealing with a bureaucratic government desk?!?
Anyways...
In our office we have the same issue... reminders and notifications don't work from a shared calendar. Also, it is impossible for items in a shared calendar to appear in the "to do bar" in the email-viewpane. For that issue a ticket was created all
the way back in 2010 on
Shared calendar items in "to do bar"
and users are still discussing and asking questions on it without any solution from you guys at Microsoft. Thats almost
5 years without a solution. The two issues are clearly related and they exist at least since Office 2007 and still remain unsolved in Office 2013 which our office is using.
Now... in stead of referring and rereferring this issue from forum to forum and refrain from answering at all on the other... maybe you could put your heads together, brains in gear, try to think out of the box for a change and help out all those millions
of outlook users which would love to use shared calendars in the proper way.
Highest regards,
Tijs Tijert
The Netherlands
Pluggie

From field in shared mailbox displays LegacyexchangeDN instead of person's email address.

We have a situation where a group of users who utilize a shared mailbox are getting a weird issue from time to time. They will take mail from their own mailbox and drag it to the shared mailbox. Sometimes the email show up fine, other times the
from field shows the GUID of the person's mailbox rather than their email address after they move it. See attached pictures. Any idea what would cause this and how I would fix it? It appears this way in everyone's Outlook and OWA.

Hi,
DisplayName is an Active Directory property which represents the display name of a recipient in an appropriate format to display to the end-user. This is a Unicode property which may contain non-ASCII characters so that a user name may contain DBCS characters.
In your case, you need to create a registry entry on Outlook side.
For more information, here is a helpful thread for your reference. (Note: Though it is Exchange 2010, it also replies to Exchange 2013 about this issue.)
Outlook 2013 and Exchange 2010
https://social.technet.microsoft.com/Forums/exchange/en-US/16e80e30-411c-4325-a7a7-1eb51a78700d/outlook-2013-and-exchange-2010?forum=exchangesvrclientslegacy
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

Shared Mailbox migrating from Lotus Notes to Exchange

We currently have Lotus Notes and in the process of migrating to Exchange Server 2010. We are using the Quest Notes Migrator for Exchange and the Quest Coexistence Manager for Notes tools.
One of the issues we’re coming across is Shared Mailboxes..
Currently in Notes we have:
Signatures as part of the NSF file so they are included with every email – how will Outlook clients behave for Shared Mailboxes? Because we want the same Signature to be part of every email sent from a shared mailbox regardless of which user sent the email.
We are aware that if we use OWA we won’t have this problem, but how do we configure Signatures for Shared Mailboxes using Outlook clients?
Stationary: We have Stationery linked to our Shared Mailbox accounts, so for example, in our helpdesk mailbox, we have stationary documents/templates we send to end users who email our helpdesk asking a FAQ. Opposed to pointing users to SharePoint, how
do we tackle this in Outlook? Is there options?
Thanks
Ray

Hi,
1. you can use transport rule to have same signature when from field contains shared mailbox email address.
2. Sorry, I don't understand your second question.
Kottees : My Blog : Please mark it as an answer if it really helps you.

Shared mailbox shows emails and subfolders of the users mailbox in Outlook

After We migrated the Exchange from 2010 to 2013 any shared mailbox has been migrated is showing the inbox and all the subfolders from the user's mailbox in Outlook, instead of the shared mailbox content.
note: if we create new shared mailbox it works fine without any issue.
We have tried to removed full access permissions and re-added full access permissions, disabling AutoMapping and then added the shared mailbox manually in Outlook and that works fine but it is not a solution for us as we have 400+ shared mailbox and
we cannot do it for every user have access on each shared mailbox.
any ideas.
Ayman Saleh

Hi,
Please check if this issue persists in Outlook online mode.
After you remove the full access permissions, the shared mailbox will disappear from Outlook automatically. When you add the full access permission then, the shared mailbox will appear again in Outlook. There is no need to add shared mailbox manually.
Please remove the full access permission and then re-add the full access permission. This time, you can make use of the AutoMapping feature to check if shared mailbox display properly.
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