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Download Shared Folders Outlook 365
This article shows how a user can add a shared mailbox in their Outlook 2016 Mac client.
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1. Open up Outlook 2016 on Mac
2. Click on File then Open, followed by Open User's Folder..
- Enable to force Outlook 2016 to use the existing '.ost' file that was created by an earlier version of Outlook. If you disable or do not configure this setting (recommended), a new '.ost' file is created when you upgrade to Outlook 2016. Synchronizing data in shared folders.
- On your Mac, choose Apple menu System Preferences, then click Sharing. Open Sharing preferences for me. Select the File Sharing checkbox. To select a specific folder to share, click the Add button at the bottom of the Shared Folders list, locate the folder, select it, then click Add. The Public folder of each user with an account on your Mac is shared automatically.
Outlook for Mac 2020 Outlook for Mac 2016 Office 2011 Create a top-level folder Right-click on your email address in the left folder menu and select New Folder. To remove another user's shared folder from your Folder pane, hold down Control, click the folder, and then click Remove Shared Account. See also Share an Exchange folder in Outlook 2016 for Mac (Linked article is actually titled Share a folder in an Exchange account, but this text is a better title for it). ‘Download shared folders’ disabled. This can be done manually, or company wide with the Group Policy setting “Disable shared mail folder caching” found in User Configuration / Administrative Templates / Microsoft Outlook 2016 / Outlook Options / Delegates. Enabling this will disable and grey out the option as per the screenshot above. However, I was previously doing this through a.
3. Enter in the Shared Mailbox name or it's full e-mail address
4. Click on Open
The shared mailbox should show up then on the left with all of your e-mail folders as well.
Use this method if you are a delegate for another user's mailbox or when you have permissions to several folders in a shared mailbox. You can also use this method when you have full access permissions to a mailbox.
To open the shared mailbox:
-Make sure Outlook 2016 or 2019 on Mac is selected
1. On the Tools menu, click Accounts > Advanced > Delegates.
-Click 'Accounts' from the 'Tools' menu.
-Click Advanced
2. Add the mailbox under Open these additional mailboxes
Note: If you have permissions to custom folders in the mailbox but not to the top-level mailbox folder, the custom folders will not appear in the folder list. Only default folders that you have permissions to, such as Inbox, Sent Items, Deleted Items, and Calendar, will appear in the folder list without top-level mailbox folder permissions.
You have full access permissions to a shared mailbox
When you have Full Access permission to a shared mailbox that is, Full Access permission of a mailbox set up through Exchange Admin Center (EAC) you can add the shared mailbox with your own credentials.
To open the shared mailbox:
-Make sure Outlook 2016 or 2019 on Mac is selected
1. On the Tools menu, click Accounts.
2. Click the Plus Sign to add an additional Exchange account, new account opens pop up email screen
3. In the E-mail address field, enter the email address of the shared mailbox.
4. Under Authentication, enter your own credentials.
Note: To see how to set up Full Access permission, see How to grant Exchange and Outlook mailbox permissions in Office 365 dedicated.
Checking the setting Sync shared mailbox will allow Outlook to synchronize the shared mailbox without requiring the user to click Send/Receive. This setting was added in version 16.13.411. Enabling this setting is highly recommended for users who use their own credentials to access a shared mailbox.
Permissions for shared folders and mailboxes
Level of permission to shared folder or shared mailbox | Method to open shared folder or mailbox |
---|---|
Folder-level permission to the Inbox, Calendar or Address Book primary folder | Open other user's folder |
Delegate permission to a mailbox | Add the mailbox under 'Open these additional mailboxes' under account advanced settings |
Folder-level permission to the Task and Note primary folders | Add the mailbox under 'Open these additional mailboxes' under account advanced settings |
Top-level mailbox level permission to access the top-level folder and other custom folders | Add the mailbox under 'Open these additional mailboxes' under account advanced settings |
'Full Access' permission to a mailbox on Exchange | Use your own credentials to add an additional Exchange account |
As an alternative to these methods, you can add another Exchange account by using additional mailboxes credentials. This method is not recognized as adding a shared mailbox, because you are adding the additional account by using its own credentials. To open the additional Exchange account, follow these steps:
-Make sure Outlook 2016 or 2019 on Mac is selected
1. On the Tools menu, click Accounts.
2. Click the plus sign and then click New Account to add an additional Exchange account.
3. In the E-mail address field, enter the email address of the shared mailbox.
4. Under Authentication, enter the credentials for the shared mailbox.
-->Original KB number: 3140747
![Download Shared Folders Outlook 2016 Mac Download Shared Folders Outlook 2016 Mac](/uploads/1/2/6/7/126740845/350656944.png)
Symptoms
In Microsoft Outlook 2016, you find fewer email messages in shared mailboxes or public folder favorites than expected. Also, older items may be missing.
At the bottom of the email message list, one of the following messages is displayed:
Currently displaying all messages newer than 3 days.
Currently displaying all messages newer than 1 week.
Currently displaying all messages newer than 2 weeks.
Currently displaying all messages newer than 1 month.
Currently displaying all messages newer than 3 months.
Currently displaying all messages newer than 6 months.
Currently displaying all messages newer than 12 months.
Currently displaying all messages newer than 24 months.
Note
The number of days, weeks, or months that is displayed in the message depends on what you have configured for the Mail to keep offline setting in Outlook. For example, if you set this value to 1 (one) month, the message displays Currently displaying all messages newer than 1 month, as shown in the following screenshot.
Also, when you search in a shared mailbox or public folder favorite, older items are missing from the search results.
Cause
Starting in Outlook 2016, the Mail to keep offline setting applies to your own mailbox, shared mailboxes, and public folder favorites if the following conditions are true:
- Outlook is configured to use Cached Exchange mode.
- The Download shared folders and Download Public Folder Favorites settings are enabled.
Unlike the folders your own mailbox, shared mailboxes and public folder favorites that are affected by the Mail to keep offline setting do not provide a link to view more items from the server that is running Exchange Server. Also, when you search in shared mailboxes and public folder favorites that are affected by the Mail to keep offline setting, only items that are cached on your local computer are returned in the search results. Older items in shared mailboxes and public folder favorites that are stored on the server are not returned in the search results.
Note
The default setting in Outlook is to have the Download shared folders setting enabled and the Download Public Folder Favorites setting disabled. In this configuration, the Mail to keep offline setting does not apply to public folder favorites because those folders are not cached.
Resolution
Important
Download Shared Folders In Outlook
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 fix this problem, change the behavior of the Outlook offline mail feature. To do this, use one of the following methods.
Method 1 - Use Outlook
You can configure Outlook to keep more of your mail offline. By doing this, more of the mail that's in shared mailboxes and public folder favorites is displayed. To change this setting, follow these steps:
- In Outlook 2016, select Account Settings, on the File tab, and then select Account Settings.
- Select your Exchange account, and then select Change.
- Move the slider for the Mail to keep offline setting to the time that you want.NoteMove the slider to the All setting if you prefer to keep all of your email cached on your local computer.
- Select Next.
- In the message window that appears and states that this operation will not finish until you exit and restart Outlook, select OK.
- Select Finish, and then select Close.
- Exit and then restart Outlook.
Note
The cached mode Sync Slider setting is maintained in the Outlook profile settings in the Windows registry. If you want to administer this setting through Group Policy, you can use the Group Policy templates. These are available from the Microsoft website. The Group Policy template files are Outlk16.admx and Outlk16.adml. If you use Group Policy to manage this setting, the following registry data is used by Outlook:
Subey:
DWORD: SyncWindowSetting
Value: integer value (Decimal)
HKEY_CURRENT_USERSoftwarePoliciesMicrosoftOffice16.0OutlookCached Mode
DWORD: SyncWindowSetting
Value: integer value (Decimal)
Use only the following Value settings:
0 = all (whole mailbox)
1 = 1 month of email items
3 = 3 months of email items
6 = 6 months of email items
12 = 12 months of email items
24 = 24 months of email items Mac os x rdp client download.
0 = all (whole mailbox)
1 = 1 month of email items
3 = 3 months of email items
6 = 6 months of email items
12 = 12 months of email items
24 = 24 months of email items Mac os x rdp client download.
Important
The Outlook 2016 user interface lets you set the Mail to keep offline setting to the additional values of 3 days, 1 week, and 2 weeks. The May 3, 2016, update for Outlook 2016 allows you to set these additional values by using the
SyncWindowSettingDays
registry data. For more information about how to configure Outlook 2016 with these additional values, see Update allows administrators to set additional default mail and calendar synchronization windows for new Exchange accounts in Outlook 2016.Method 2 - Use the registry
Configure the registry so that the Mail to keep offline setting no longer applies to shared mailboxes or public folder favorites.
- Exit Outlook. Neighbours from hell 1 download mac.
- Start Registry Editor. To do this, use the appropriate method for your version of Windows.
- Windows 10, Windows 8.1, and Windows 8Press Windows logo key+R to open a Run dialog box. Type regedit.exe, and then press OK.
- Windows 7Select Start, type regedit.exe in the Start search box, and then press Enter.
- In Registry Editor, locate and then select the following subkey in the registry:
HKEY_CURRENT_USERsoftwareMicrosoftoffice16.0outlookcached mode
- On the Edit menu, select New, and then select DWORD (32-bit) Value.
- Type the following as a name for the new DWORD value:
DisableSyncSliderForSharedMailbox
- Double-click the DisableSyncSliderForSharedMailbox value.
- In the Value Data box, type 1, and then select OK.
- Exit Registry Editor.
Note
You can also add the
DisableSyncSliderForSharedMailbox
registry value in the Policies hive, as follows:Subkey: HKEY_CURRENT_USERSoftwarePoliciesMicrosoftOffice16.0OutlookCached Mode
DWORD: DisableSyncSliderForSharedMailbox
Value: Integer value (Decimal) that specifies the number of months
DWORD: DisableSyncSliderForSharedMailbox
Value: Integer value (Decimal) that specifies the number of months
Use only the following Value settings:
0 = Mail to keep offline setting affects shared mailboxes and public folder favorites
1 = Mail to keep offline setting does not affect shared mailboxes and public folder favorites
0 = Mail to keep offline setting affects shared mailboxes and public folder favorites
1 = Mail to keep offline setting does not affect shared mailboxes and public folder favorites
More information
For more information about the Mail to keep offline setting in Outlook, see the following articles: