Forum Discussion
Outlook delegated inbox
We have 10 users all have newer Dell windows 16gb 256gb at least laptops all users use classic outlook at the moment. they all use two monitors with the laptop
They are all currently in three inboxes one inbox for order inquires, one inbox for orders which is delegated and the one we have issues with and there personal inbox.
They like to use a inbox as a work queue users find the email they want to work on forward it to there personal email and move the email out of the queue inbox. While using the queue inbox as an archive.
Everyone has cache turned off nothing is downloaded locally for the shared inbox.
We originally had each user on the team sign into the inbox with the same credentials not best practice but this team started with two people and quickly grew. We now have users delegated to the inbox we run into several issues.
The outlook drags with everyone in the inbox
The outlook does not keep kept up say someone deletes an email someone sitting right next to that person would still see the deleted email in the shared inbox. Causing duplicated works
Delegated inbox moves deleted items to users personal inbox same with sent items.
Analytics and reporting and archiving is a whole other issue but not what I am honestly looking for help with.
MSP wants to get users on a mail handler but the team does not want to have another tab open even when an extra monitor was offered. They also do not like the idea of going back in forth between two different inbox systems. " we basically will have two outlooks"
Team wants something light weight even asked if there was some sort of extension for outlook.
Storage wise it has a 50gb storage with an online archive archiving takes place every 3 months. the storage stays at 60-80% if it hits 90% or over the inbox is almost not functional. We thought storage and usability corelated but today we had issues at 70% continually.
I know i sound green please be as brutal as needed my pride is less important than this issue.
In the off chance someone has been in a similar issue would appreciate any insight on how they navigated it and really wanting to learn.
4 Replies
If you’re referring to a delegated inbox in Outlook, the mailbox owner usually needs to grant permissions first through Outlook or Microsoft 365 admin settings. Once delegate access is assigned, the shared mailbox or inbox should appear automatically in Outlook, or it can be added manually under account settings. Delays in syncing permissions can also happen sometimes, especially with cached Outlook profiles or mobile apps.
What you are seeing is very common when teams try to use a shared mailbox as a ticketing/work-queue system inside classic Microsoft Outlook. The core problem is not the Dell laptops or RAM it is that Outlook shared mailboxes were never designed for 10 people simultaneously moving, deleting, forwarding, and “claiming” emails in real time like a helpdesk platform.
Google for "RecategorizeIt flow", "CooldDraft flow" and "CoolDel flow".
Hi there, from my experience helping clients with this exact same issue I offer the following:
Create a new mailbox for these folks, the account will have its own OST and be sure to only download 1 year of email and keep cached on. Cached off gets very slow with so much going on.
Sometimes just creating a new profile with cached on will help.
Outlook Classic can handle many mailboxes at once if you keep it light, 1 year downloaded with cache on. The online archiving can slow it down if it's heavy. Then I flip those to a 2nd storage mailbox for the power users.
I hope this helps, if not, my apologies.
Lisa
