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.
Mail folders typically contain more items that non-mail folders. In the versions of Outlook earlier than Outlook 2010 when hard disk space was at a premium, only non-mail folders were cached by default. With hardware advancements, increased disk sizes and speeds, the impact of caching more data locally was reduced. Therefore later versions of Outlook were changed to also cache mail folders by default.
Outlook Download Shared Non-mail Folders
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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.
The CacheOthersMail registry value can be configured to cache only non-mail folders such as the Calendar, Contacts, and Tasks folders. When this value is configured, the items in mail folders are not available when you're working offline in Outlook. However, items in non-mail folders are still available.
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.
To revert to the default setting, select Disabled, and then select OK. To change to the non-default setting of only caching non-mail folders, select Enabled, and then select OK.
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 not an expert in Outlook VBA but I have managed to create a few macros that work quite well. I have worked on the below code for some time and am now left with a minor problem. The macro imports information on every email from a sub-folder of a shared inbox into an excel file. The problem I have is when the for next loop encounters a non-mail item (e.g. a meeting invite or delivery failure notification). The code stops on the "Next" line and gives a "type mismatch" error when it encounters these non-mail items. Pressing play again continues the code until it meets another non-mail item. I want to make the code skip these non-mail items and loop through the full inbox/folder.
Go to Tools > Account Settings. Click on the Email tab and then select the email profile. Click Change. Click More Settings. Under the Advanced tab, uncheck the Download shared folders option. Click Apply > OK. After this, restart Outlook for the changes to take effect.
Click the Email tab and select your email profile. Click Change. Click More Settings and then click the Advanced tab. Uncheck the Download shared folders option and click Apply > OK. Restart the Outlook 2010 for the changes to take effect.
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?
Officially, Outlook 2007 only supports caching of mail folders that belong to the main Exchange mailbox. For additional mailboxes, Outlook 2007 will only cache the non-mail folders. However, you can force Outlook 2007 to also cache the mail folders of a shared mailbox via a Registry change;
Shared mail and non-mail folders are automatically downloaded in Outlook 2013, which increases the size of users' .ost files. By selecting the Download shared non-mail folders option both mail and non-mail shared folders will be downloaded. Should you prefer not to download shared mail folders, then follow steps 1-4 listed above, and clear the Download shared folders check box.
In the folder pane on the left, locate the Shared with me folder. Click it to expand it. Your shared mailbox is a subfolder under Shared with me. When you select the name of the shared mailbox there, it will expand to show the standard email folders, such as Inbox, Drafts, and Sent Items.
Just do a test, create a new folder in outlook for the shared account and try with that one, maybe there is a difference in how the folders are created without outlook. I will try to check the exchange config page to see if i can create folders from its interface.
The first option will add the mailbox more for viewing purposes. You will be able to read email from the shared mailbox but whenever you want to send an email "from" the shared mail box, you would always have to click on "from" button and drop the box down from your personal email to the shared mailbox email. Also, your shared mailbox sent mail and deleted mail will always be in your personal sent and deleted mail folders.
The second option will add the mailbox so that you are "acting" as this particular mailbox. If you are in the shared mailbox for example, the "from" field will automatically default to the shared mailbox (no manual drop-down necessary) and the sent and deleted items will show up in the shared mailbox's sent and deleted item folders instead of your personal sent and deleted items folders.
I am using the latest ADMX and making the change as noted above but it does not seem to create the reg key and the checked box is still ticked to cache shared folders. I am running Office 365 ProPlus (Click to Run installed version).
If you shared something other than your Inbox, that is, a folder lower in the hierarchy, you'll also need to make the "parents" of that folder visible, right up to the Inbox. Your delegate will not be able to see the items in each parent folder (unless you use the steps above for each one), but they need to be able to see the folders themselves in order to see the sub-folder where you want them to see the contents.
My boss asked me to figure out why the "Follow" option was grayed out on his shared folders (viewed from the ... menu in the online view), while in my account, I was able to choose Follow and set up email notifications with no problem. I thought that was weird because even though he's not the account admin, the boss should have, if anything, more capabilities than the office peon.
Step 5: At this point, when you go back to look at your folders, you'll see the folder icon has changes from a blank blue folder to a folder with a sharing icon. Remember, this is a file only I have access to ! In the screen shot below, the top file "Paycheck" is not shared, but the bottom file named "personal" is shared. 006ab0faaa
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