Fix Office 365 Shared Mailbox Not Showing In Outlook Error Easily

Why Microsoft 365 Shared Mailbox Not Showing in Outlook?

Shared Mailboxes in Office 365 are of great use as they make the task easy and quick. These mailboxes are a hub for all Outlook tasks like project collaboration, inquiries, and much more. Thus, when they don’t appear, it becomes problematic. The substantial reasons for their non-occurrence are:

• Improper setup of Office 365 shared mailbox in Outlook.
• The user doesn’t have the required permission to access the shared mailbox.
• Use of outdated Outlook version or Internet connection issues.
• Disabled Auto-mapping also restricts access to the shared mailbox.

Solve MS Office 365 Shared Mailbox Not Showing in Outlook

If you want to fix the O365 Shared Mailbox Not Showing up in Outlook error, then we have two ways. You can choose to do it for free with manual techniques or use a professional tool. But remember, the free solution always has some cons. Let’s find out about them in deep below.

Manually Fix The Folder You Selected Is Not Available Issue

The manual method has four solutions to resolve the shared mailbox issue in Outlook. These are explained as follows:

Method 1: Check Logs to Fix Shared Mailbox Access Error

1. Run MS Outlook and navigate towards File.
2. In the left pane, press Options and then, choose Advanced.
3. From its settings, checkbox Enable troubleshooting logging (requires restarting Outlook).
4. Press OK and exit the Outlook application. Further, restart it again.
5. Now, locate the log files at the following path:

%localappdata%/Temp folder (C):/Users/UserName/AppData/Temp folder

6. Finally, repair if any issues are found in the Log file to remove the error.

Method 2: Office 365 shared mailbox not showing in Outlook: Add Them

1. In Outlook’s File tab, click Account Settings and rechoose Account Settings.
2. Go to Email and select any of your Outlook email accounts.
3. After that, press Settings >> More Settings >> and Advanced.
4. Here, check the box beside Download Shared Folders.
5. Furthermore, press Add and provide a Name for Shared Mailbox.
6. Lastly, click OK to add and then Apply >> OK to save the changes done.

Method 3: Disable Auto-Mapping to Access Shared Mailboxes in Outlook

Still, stuck with the Office 365 shared mailbox not appearing in Outlook error? Try this solution.

1. Start Windows Powershell. Run the $Credential = Get-Credential command to access Office 365 login details.
2. Provide the necessary credentials and tap Enter to begin.
3. Further, run the below command to connect with MS Office 365.
   
4. Now, execute the Import-PSSession $ExchangeSession command for importing the Exchange Online session.
5. Afterward, remove the permissions for O365 shared mailboxes with the command:
   
6. Next, move to the Outlook Account Settings window and click Remove to exclude the added shared mailbox.
7. Later, regrant the Access Permissions to the Shared Mailbox and run the following command to disable auto-mapping:
   
8. At last, manually add shared mailboxes to MS Outlook as done in Method 2.

Method 4: Generating a New Outlook Profile for Shared Mailboxes

1. Foremost, shut down Outlook properly and then, open Control Panel.
2. Go to User Account and choose Mail (Microsoft Outlook) >> Show Profiles.
3. Here, click Add and give a name to create a new Outlook profile. Press OK.
4. Afterward, enter the details of M365 to configure Office 365 in Outlook and click OK.
5. Now, simply set the new profile as Default and restart Outlook.
6. Check if you can access all the folders now including the O365 shared mailbox.

Shortcomings of the Manual Method

• No guarantee of fixed error and receiving the desired outcome.
• Technical expertise is essential to execute the given steps.
• Processes are lengthy, difficult, and time-consuming.
• Repetition of steps for multiple user’s access to the mailbox.
• Risk of data theft or loss due to cloud storage vulnerability.

Automated Tool for Office 365 Shared Mailbox Restoration

If the Office 365 shared mailbox not showing in Outlook continues to persist. Then, try an alternate way and take a backup with the Office 365 Backup Tool. This tool will directly access your Office 365 shared mailbox and save its data locally or on another email client. Additionally, you can download it as a PST file to access in Outlook with ease. Moreover, the tool has no limitations on size and is suitable for large and bulky mailboxes. You may also find many other unique features in this tool as:

• Split Large PST files, remove duplicates, exclude attachments, and others.
• Preview the data of shared mailboxes in the original format.
• Compatible with all system versions and no technical expertise is needed.

Steps to Backup Office 365 Shared Mailboxes

Follow this process when the folder you selected is not available in Outlook:

1. Run the backup software and choose the option as Backup.
2. Enter the O365 email and click Sign In. (Ensure ID is already logged in on the browser.)
3. Also, you can check Assign Impersonation for multiple Office 365 IDs. (optional)
4. Further, select the respective Mailbox and User ID to access data from and tap Next.
5. In the Preview Panel, find and select shared mailboxes to save and hit Next.
6. After that, pick PST for Outlook from the drop-down and click Next.
7. Apply filters as required and map the user mailboxes for saving location.
8. At last, click Next and tap Convert to backup Office 365 Shared Mailboxes.

Conclusion

It is clear that Office 365 shared mailbox not showing in Outlook is a general issue but needs a solution. This blog stated five different solutions to resolve errors in their own ways. Go for the manual methods only if you have technical knowledge and there is no urgency. Otherwise, direct opt for the professional tool to access files within seconds without any losses.

Frequently Asked Questions

About The Author:

Lovely Baghel

Lovely specializes in technical writing for SysInfoTools Software and has over 2 year of experience writing blogs, and articles about databases & backup, email recovery, email migration & management solutions. Her passion is researching and developing content that helps Office users, professionals, administrators, enterprises, and novices solve multiple problems.