Forum Discussion
How to search emails in shared mailboxes in Outlook 365
When I search keyword, Outlook only shows the result from my default mailbox (personal mailbox). I have linked 2 more common mailboxes that I share with my team. None of us is able to find emails in the se common mailboxes. When we search for the unique keywords, Outlook only shows result from default Mailbox.
OS: Windows 10
7 Replies
Hi, most likely your shared mailboxes aren't being cached locally, so Windows Search isn't indexing them. That's why searches only return results from your default mailbox.
Try this first: File > Account Settings > Account Settings > double-click your account > More Settings > Advanced > uncheck "Download Shared Folders", then restart Outlook.
If that doesn't help, try adding each shared mailbox as a separate Exchange account. With Full Access permissions, Outlook can usually add it without needing the shared mailbox password. This is a common workaround when search doesn't work properly for shared mailboxes.
More info on how shared mailboxes work in Microsoft 365:
https://mstack360.com/shared-mailboxes-in-microsoft-365-explained-simply/- i have the same problem, with the new outlook, the option to search in "*current* mailboxe" is not available, and a search in "all mailboxes" only generates results from my default mailbox.
I found this worked for me:
- Navigate to File > Account Settings > Account Settings > Double click user's email > Select More Settings > Navigate to Advanced and uncheck the Download Shared Folders.
- After this restart outlook and find your emails from the shared mailboxes.
This works!! TY so much.
Hi nip_iv,
to search directly the shared mailbox you can locate (click) to a shared mailbox folder (for example Inbox folder of the shared mailbox) in your outlook.
Then, click on the search bar and on the left the new menu should appear. You can choose "All mailboxes", "Current folder" or "All Outlook elements". Then enter your keywords and press Enter.Open and use a shared mailbox in Outlook - Microsoft Support
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Kindest regards,
Leon Pavesic
(LinkedIn)- Hi, Leon.
It is working when I choose "Current Folder" but not working when I choose "All Mailboxes" and "All Outlook Items". When I choose later two options then it only shows email result from my default Mailbox. Why I need later two options - because I want to see if there is any email related to the keyword in any of the three mailboxes. Thank you.
Vipin
