Summary: Shared Mailboxes may not show up in your Outlook if administrator has not granted or provided 'Send As' or 'Full Access' permissions to the mailboxes. However, if you have access to them but still can't see or view the Shared Mailbox, follow the solutions discussed in this guide to troubleshoot and fix the problem.
Shared mailboxes in Microsoft 365 (formerly known as Office 365) or Exchange Online are common mailboxes that multiple users can access in an organization. Users with permission to access the Shared Mailbox can also send and receive messages using the generic mailbox address, such as email@example.com or firstname.lastname@example.org. It also offers a common calendar to allow users to create, schedule, and share various work-related calendar tasks.
But unlike user mailboxes, a shared mailbox does not have a username or password. To access a shared mailbox, you must have the Send As, Send On behalf, or Full Access permissions assigned by the administrator. If you have the required roles and permission to access a shared mailbox but still cannot see or view it in your Outlook client, follow the solutions and workarounds discussed in this article to fix the issue.
Below are some solutions and workarounds you may follow to fix the Shared mailboxes not showing in the Outlook issue.
If you are unable to view and access Shared Mailbox in Outlook, follow these steps to generate a log and then analyze it to find the issue and resolve it.
Check the logs and fix the issue to resolve the problem and access the Shared Mailbox folder(s).
Autodiscover services in Office 365 auto-maps the Shared Mailboxes to users if they have full access or permissions to view the mailboxes. It loads the Shared Mailbox automatically when the user logins to web app or starts the Outlook.
In some cases, this may not work and you may need to disable the auto-mapping feature manually through command-line interface for the user to restore access to the Shared Mailbox.
Note: This solution can be applied by administrator only as it requires login to Office 365 as/with Global Administrator account.
The steps are as follows:
$Credential = Get-Credential
$ExchangeSession = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri “https://outlook.office365.com/powershell-liveid” -Credential $credential -Authentication “Basic” –AllowRedirection
Remove-MailboxPermission -Identity email@example.com -User firstname.lastname@example.org -AccessRights FullAccess
Add-MailboxPermission -Identity email@example.com -User firstname.lastname@example.org -AccessRights FullAccess -AutoMapping:$false
To add a Shared Mailbox manually, follow these steps:
Restart Outlook and check if you can access the Shared Mailbox.
It is possible that your email profile is corrupt or damaged, preventing you from accessing the Shared Mailbox. In such a case, you may try recreating a new profile and setup your email account. The Autodiscover service may map the Shared Mailbox to your user account. The steps are as follows:
You may contact the administrator if this also fails to add the Shared Mailbox to your user account in Outlook.
Missing Shared Mailbox from Outlook client or web app can devoid you from reading or sending emails or collaborating with others in your organization. Follow the solutions and workarounds discussed in this article to resolve the issues that could be preventing you or the client from viewing or displaying the Shared Mailbox. However, if you still couldn’t restore the required Shared Mailbox, try converting the OST file using the Stellar Converter for OST. The OST to PST converter software can extract all mail folders and items from your Outlook OST file and help you find and save the Shared Mailbox folder from the file as PST. Once saved, you may import this PST file into your Outlook account.
Ravi Singh is a Senior Writer at Stellar®. He is an expert Tech Explainer, IoT enthusiast, and a passionate nerd with over 7 years of experience in technical writing. He writes about Microsoft Exchange, Microsoft 365, Email Migration, Linux, Windows, Mac, DIY Tech, and Smart Home. Ravi spends most of his weekends working with IoT (DIY Smart Home) devices and playing Overwatch. He is also a solo traveler who loves hiking and exploring new trails.
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