Turn Off Download Shared Folders Outlook

In addition to Exchange folders, Cached Exchange Mode works with shared folders. Examples of shared folders include another person's Exchange folders when you are using Delegate Access, or SharePoint folders. To turn on or off shared folder support when you are using Cached Exchange Mode, do the following:

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?

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We turn off Download Shared Folders for our shared mailboxes because there are multiple people handling it simultaneously for transactional items like orders and support where we only want 1 user processing the email at a time without the ability of possibly having a 2nd user process it during the slight delay where the Outlook Client syncs with the O365 server in cached exchange mode for shared mailboxes.

NOTE: We have noticed that caching shared resource mailboxes and resource calendars can cause Outlook to crash the first time the mailbox is added to Outlook. We have also encountered other issues. We reommend that you turn off caching for shared resource mailboxes and resource calendars.

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.

Some background. We have this setting disabled via GPO at our organization, but I have a VIP who is dealing with a couple high priority shared mailboxes. They have complained about minor slowness when interacting with this mailbox, which is to be expected since it is in Online mode due to the setting being disabled. I would like to find a way to keep the downloading of shared folders defaulted to off for the whole organization, while not completely disabling this setting in Outlook.

Anyone with the link - This option is available only if your external sharing setting is set to Anyone. Forwarded links work internally or externally, but you can't track who has access to shared items or who has accessed shared items. This is best for friction-free sharing if most files and folders in SharePoint and OneDrive aren't sensitive.

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.

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.

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.

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

The process for removing shared folders is nearly the same as adding them. First, User1 must revisit and revoke the privileges granted for each folder location. Then User2 must change the settings of their email account to remove shared access from User1.

Shared folders in Microsoft Outlook refer to folders that are shared by multiple users within an organization. These folders may include calendars, contacts, tasks, and other items, and they can be accessed and modified by authorized users. Outlook downloads these folders to the local cache when you enable the cached mode for shared folders. Follow the steps to enable cached mode for the shared folders and Public folder favorites. 006ab0faaa