Disable Download ##VERIFIED## Shared Folders Outlook 365 Gpo

The synchronization of the shared folders is improved so that Outlook will no longer encounter the 500 shared folders limitation, and Outlook should be able to accommodate up to 5,000 shared folders. The new functional limit will vary by Outlook's available resources and system configuration. These changes were released to the Office Monthly (Targeted) channel with the version1904 release, to the Office Monthly Channel with the version 1905 (Build 11629.20196) release and later. And they will be included in Semi-Annual channel releases on the regular Semi-Annual schedule (September 2019 for Semi-Annual Channel (Targeted) and January 2020 for general release). For more information, see Lifting the 500 Folder Limit in Outlook.

The best solution to this issue is to reduce the number of mail folders in the shared mailbox, especially if your mailboxes are in the Office 365 environment. Additional methods 2 and 3 in this article advise you to turn off the caching of mail folders or all folders in the shared mailbox. These solutions do work, but it is recommended to keep caching enabled for Office 365 mailboxes and mailboxes on a slow network. For more information, see the following article:

Disable Download Shared Folders Outlook 365 Gpo

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After you make this change, none of the shared folders in the secondary mailbox will be available to you in Outlook when you are working offline. However, all folders in the primary mailbox will still be available to you when you are working offline.

For more information about how to disable the download shared folders by using a Group Policy setting, click the following article number to go to the article in the Microsoft Knowledge Base:

When you add additional mailboxes to your Outlook profile and enable caching of the shared mailbox folders, Outlook individually registers every folder in each cached mailbox. Each of these registered folders counts toward the objtFolder type limit on the server that's running Exchange Server. This is a per-mailbox limit.

Fortunately, Outlook provides an option to disable caching only for shared mailbox. Thus, you can keep your user mailbox synchronized and access shared mailboxes in online mode. This can help you significantly reduce the risk of OST oversizing and prevent performance issues and errors.

As an administrator, you may also disable caching for shared mailboxes for all users via Group Policy (GPO). For this, you will need to install the Administrative Template files (ADMX/ADML) on the Exchange Server. After downloading the template files for Office 2021/2019/2016, Office 2013, or Office 2010 based on the version used in your organization, follow these steps:

By following the steps shared in this guide, you can disable caching for shared mailboxes, thereby reducing the risk of OST oversizing, corruption, or data loss. However, if the OST becomes inaccessible for any reason, you can use an OST to PST converter tool, such as Stellar Converter for OST, to convert the inaccessible or orphaned OST file into Outlook importable PST format. After the conversion, you can import the PST to restore the mail items. The tool can also export the extracted mail items from OST file directly to an existing Outlook profile, Office 365, or live Exchange Server.

Consider that you have a profile which is configured in Cached Exchange mode in Microsoft Outlook 2010 or a later version. If you add another user's shared mailbox or shared folder to your profile, then all the folders in the shared mailbox to which you have access are downloaded to your local cache by default. This is a change from Microsoft Office Outlook 2007 in which only non-mail folders from shared mailboxes are cached by default.

Working with shared folders that are downloaded locally provides better performance. This is because Outlook reads the folder data from the local hard disk instead of connecting to the Microsoft Exchange Server to retrieve the shared folders. The performance gained by using locally cached folders is even more noticeable if the shared folders are located on an Exchange Online mailbox in Microsoft 365.

If Outlook is configured to download shared folders, the contents of the shared folders are stored in your local Offline Outlook Data (.ost) file. If the shared folders contain many items or large attachments, the size of your .ost file size might grow significantly.

If the size of your .ost file is restricted by policies, caching shared folders may result in the .ost file size limit being reached. For more information about policies that administrators can use to limit the size of Outlook data files, see How to configure the size limit for both (.pst) and (.ost) files in Outlook.

The best Outlook client performance can vary from user to user, based on their configuration, the number of shared folders being accessed, the location of those shared mailboxes, etc. Only by testing with and without the default download shared folder options can the optimal settings be determined for each user.

The default behavior to download shared folders can be modified by using group policies and registry settings. Some of these policies and registry values might have improved the shared folder performance in earlier versions of Outlook or when the shared folders were on Exchange Server on-premises mailboxes. However those performance gains might be lost in recent Outlook versions or after mailboxes are moved to Microsoft 365 cloud tenants. If you experience performance issues when using shared folders in Outlook, an administrator will need to determine if such group policies and registry values are set for your organization, and test the performance in Outlook without them.

After the caching of shared mail folders is disabled, the status bar in Outlook will display Online when you select a shared mail folder in the navigation pane as shown in the following screenshot.

It is possible to disable caching for shared folders in all Cached mode profiles. This includes shared mail folders and shared non-mail folders. The setting is available both in the OCT and in the Group Policy template.

In the OCT for Outlook 2013 and later versions, the setting that controls caching for all shared folders is named Download shared non-mail folders. It is located under Modify user settings > your version of Microsoft Outlook > Account Settings > Exchange > Cached Exchange Mode.

In the Group Policy Template for Outlook 2013 and later versions, the setting that controls the caching of all shared folders is named Download shared non-mail folders. It is located under User Configuration > Administrative Templates > your version of Microsoft Outlook > Account Settings > Exchange > Cached Exchange Mode.

I am running into an issue with my powershell script.The purpose is to disable outlook shared folders downloading. (This is for performance related issues) Yes, I know I could do it with GPO (even though this doesnt really work) but I want to be able to run a powershell script that does it. I have isolated the registry values that I think need to change. (See below) But when I change the value it is not reflected in outlook. I am thinking that it might be due to hashing in the registry. Not sure. I had an script I used to change the registry to make PDFs open in adobe acrobat and it used hashing.

My question is has anyone had a similar experience and tried turning off the download shared folders? From my testing it seems to work the same with the exception of now being online, but will I run into any unforeseen issues that anyone's aware of?

If "Download shared folders (excludes mail folders)" is checked in Outlook, it should be disabled. Delegates should be working with calendars in real time and should not cache copies of resources on their computer which can result in slow performance of Outlook and/or become unresponsive. To disable this setting you need to do the following

Hi, I'm hosting a lot of big folders on my account (for our company) and get notified by email every time a new collaborator is added. All of my notification settings are already off, and I don't see any specific to sharing anyway. How can I disable these emails/notifications? Thanks.

If you use Outlook to view your UW Exchange email, you can share email folders with other UW employees. Creating a shared folder will give the individual(s) you specify access to the emails, contacts, tasks, or notes contained in that folder. You may remove access to a shared folder at any time.

Sharing folders is preferable to forwarding in that it 1) doesn't change the metadata (Date, Sender, Recipients, etc.) of the email, and 2) it doesn't add to your account usage. Your office might find shared folders to be useful in any of the following circumstances:

On this page you will find instructions for granting and removing access to shared folders. Please note that the screenshots provided in these instructions reference only the desktop application of Outlook. Once set, the policies will still work if you are using Outlook 365 online.

As a best practice, we strongly recommend drafting an email to User2 (and cc yourself) outlining the folders and the permissions you've granted them along with a link to the instructions in the next section of this webpage. Once you've sent that email, save a copy for yourself so you can refer to it later as a reminder of which folders you've shared and with whom.

Note: Please be aware that any new subfolders you create will inherit the existing permissions of their parent folder by default. New top-level folders will have their names (but not contents) visible to User2. New subfolders under a shared folder will have the same permissions as the shared folder. You can change those permissions manually by following the same procedure outlined in Step 3 above.

Assuming you were given sufficient permissions (i.e. Contributor or Publishing Editor, not Reviewer), you can now simply drag-and-drop emails from your Inbox or personal folders into the shared folder. 006ab0faaa