Q: What’s the impact of a user having lots of Shared calendars opened or just configured in his Outlook profile ? Is the calendar connection opened “on access” or is the connection made everytime the user opens Outlook ? What if the Outlook (2010, 2013) user has checked the “download Shared folders” to cache all Shared folders locally ? Are all calendars downloaded as the user opens Outlook ? Or is the download in the OST of Shared Calendars done on access basis only?
- Exit and then restart Microsoft Outlook 2010. Mode, after step 2 in the above procedure, click More Settings, and then on the Advanced tab, select or clear the Download shared folders (excludes mail folders) check box. Turn Cached Exchange Mode off.
- Sep 18, 2018 - The default option to Download shared folders is enabled in your profile. To disable the caching of all shared folders in Outlook 2010.
- Jun 13, 2013 Outlook 2010 hangs after disabling Download Shared Folders. Further investigation showed us that since the Download Shared Folders is set by default in the Cached Exchange Settings of Outlook 2010 that every user that had this mailbox added to their outlook was attempting to cache this mailbox on their workstations.
- Outlook 2013 and lower versions can either cache the entire shared mailbox or work only in online mode. Below as the place where you can activate Cached Exchange Mode for shared (mailboxes) and Public Folders. Outlook 2010.
- Sep 18, 2018 The default option to Download shared folders is enabled in your profile. This problem occurs because Outlook 2010 and later versions locally caches (in your Outlook data file [.ost]) all folders to which you have access in the secondary mailbox. This is a change from earlier versions of Outlook. Outlook 2003 does not cache any shared folders.
Mar 23, 2011 - Disable the Download Shared Mailbox in the Advanced Settings of. I had the same problem with outlook 2010, I could search sub-folders with. Sharing a Folder in Outlook 2010. Folders) in order for the user to view the Shared Folder. Right click on the folder to be shared.
Screenshot 1: this is the place where you activate cached mode for Shared Folders as well (Outlook 2010, 2013)
Below are a few elements of answers, based on tests and real life expériences:
1- If the user didn’t have cached mode enabled for Shared Folders, but already had 10 calendars configured on their profile, and then if later on we enable cached mode for Shared Folders, these 10 calendars will be “downloaded” onto the OST file when users access theseonly – not all at once.
2- If the user has already cached mode enabled for Shared Folders, it’s when they will add each calendar that Outlook will download a copy of the calendar the first time. But if they uncheck the box beneath the shared calendar name, and don’t access it for a while, and then after 1 month they check the box beneath this shared calendar because they need to access it, Outlook will update the data with the data from the last month since last time they accessed it. Updates download of calendars is on access only when “Download Shared folders” is checked on Outlook (2010, 2013)
As a summary, if the user has cached mode enabled, calendars will be updated when they will access the calendar, if users doesn’t have cached mode enabled, calendar connection will be on access only as well.
So in conclusion, the calendar update (for cached mode) or calendar access (for online mode) occurs only when the user clicks on the calendar or switches from the “Mail” view to the “Calendars” view.
Quick illustrations below:
Screenshot 2: the bar where you switch from Mail-only view to Calendar-only view => changing this, if in the “Calendar” view you checked a few calendar, connection (online mode) or update (cached mode for Shared Folders) will be triggered for the checked calendars only
Screenshot 3: the calendar view with the list of calendars: only the checked ones will be accessed (online mode) or updated (cached mode for Shared Folders)
I am using Outlook 2010, but I am unable to find a way to search through all the sub-folders of a shared mailbox. I believe this may be a limitation of the software, but I sincerely hope I am wrong.
4 Answers
Open the advanced find (Ctrl+Shift+F) and, using the browse option button, select the shared mailbox and then check the check box below Search subfolders.
This solved the problem for me.
Answer 1:
Check if the option to search 'All Mail Items' is enabled.
- Click inside the search window.
- Once done you would find 'Search Tools' tab appear in the ribbon.
- In the search tools tab, enable the option 'All Mail Items'.
Answer 2:
Disable the Download Shared Mailbox in the Advanced Settings of Outlook in Manage Cached Settings.
I had the same problem with outlook 2010, I could search sub-folders with my own account but if I tried to search sub-folders of a shared mailbox it was greyed out, this is what I did to fix it:
Restart Outlook.
It is all terrible and broken (even in the latest Outlook 2016 versions), we have switched to IMAP (in Outlook) for shared mail boxes and use Windows' search indexer to sort it all out. This also provides the added advantage that Outlook will actually set the 'from' address for new emails to the address of whatever mailbox you are currently looking at.
We tried everything else, no other options worked well enough for day-to-day-use.
It is basically a matter of creating a new IMAP account and specifying the address of the shared box as the email address. The only real change compared to adding normal IMAP boxes is to use usernameshared-mailbox-name as the login name.
e.g. mylogin@mydomain.comsharedboxname
Download Shared Folder Outlook 2016
Sometimes it is a bit fiddly. In some cases (I could not find a pattern) Outlook removes the sharedboxname suffix from the User Name, resulting in the mailbox of the main user account being displayed. If that happens, just edit the account settings again and add back the sharedboxname suffix.
More details in this post.