Shared Mailbox in Outlook Not Updating [Latest Fixes 2024]

When Office 365 creates a shared mailbox and assigns a member, it becomes accessible in the Outlook application. But if you have access to a shared mailbox with other users, the mailbox suffers from technical and configuration issues.

As a result, your mailbox sometimes stops synchronizing automatically.

However, if you follow the steps described in this article, you’ll understand why your shared mailbox is not syncing, and you’ll know exactly how to fix this problem. Let’s begin!

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How to Fix Outlook Shared Mailbox Not Updating Automatically

A shared mailbox stops synchronizing when your offline Outlook data file gets corrupted. So to fix this issue, rebuild the Outlook data file from scratch or create a new profile and add the mailbox. Also, make sure auto-sync is enabled in Outlook.

Follow the instructions below to resolve the Outlook shared mailbox not updating error.

Here are the steps to fix Outlook shared mailbox not updating automatically:

1. Check Outlook Server Status

When the Microsoft Exchange server goes down for maintenance or planned backups, you will have issues in Outlook. Check the server status by going to outlook.live.com and signing in.

If you can access your OWA account, the server is up and running, and the problem lies elsewhere. Review your antivirus and Firewall settings and ensure they are not blocking Outlook from synchronizing the shared mailbox.

Read the new post on how to fix Outlook rules not running on shared Mailbox.

2. Delete Corruption from Your Outlook Profile

Corrupted files in the registry can prevent Outlook from working correctly, and you need to remove them.

Here’s how to delete corruption from your Outlook profile:

Press Windows + R keys to launch the Run program.
Type regedit in the textbox and click OK.
Navigate to the following path: Computer\HKEY_CURRENT_USER\SOFTWARE\Microsoft\Office\16.0\Outlook\Profiles.
Click on Edit on the top bar and choose Find.
Look for the registry key named 0102663e.
Right-click on the registry key and choose Delete.
Close the Registry Editor and restart Outlook.

If the problem is still not fixed, as a temporary workaround, synchronize the shared mailbox manually, which I’ve described in the next section.

3. Sync Shared Mailbox Manually

Manually synchronizing the shared mailbox will update and solve the issue, but you’ll need to do it every time you access the mailbox.

Here’s the process to sync the shared mailbox manually:

Launch the Outlook app.
Proceed to the Send/Receive tab and click on Update Folder.

Now, wait for the shared mailbox to complete synchronization, and you’ll be able to access it.

But remember, this is not a stable solution, as you’ll have to manually sync the mailbox whenever you want to open it. However, you can enable automatic synchronization, which I’ve discussed in the following section.

4. Turn on Auto Synchronization

Enable automatic send/receive from Outlook Advanced features and see if it fixes the synchronization error.

Here are the steps to turn on auto synchronization to update the shared mailbox:

Open the Outlook app on your computer.
Go to File > Options.
Proceed to the Advanced tab and make sure the Send immediately when connected option is checked in the Send and receive section.
Click on the Send/Receive button.
Check the Perform an automatic send/receive when exiting the box and select Close.
Click OK on the Outlook Options window.

Now, restart Outlook and check whether the problem is resolved.

Also read how to automatically move Emails to a folder in Outlook.

5. Disable the Download Shared Folders

Turning off the Download shared folders option from the Outlook Account Settings will stop Outlook from storing bad data files. As a result, it’ll drive the shared mailbox to update from the server.

Here are the steps to disable the Download shared folders option:

Launch Outlook on your device.
Click on File at the top-left corner.
Select Account Settings > Account Settings.
Move to the Data Files tab.
Choose the OST data file where the Shared Mailbox is constructed and click on Settings.
Proceed to the Advanced tab and uncheck Download shared folders.
Click Apply, then OK.

This process will force Outlook to configure changes directly from the Exchange server rather than your local cache file, which can be corrupted.

If the problem persists, it can be due to bugs in the app and reconnecting the Shared mailbox, explained in the next section, will solve the issue.

6. Reconnect the Shared Mailbox

In case the shared mailbox is not updating due to some kind of bugs or glitches, removing the shared mailbox and re-adding it to your Outlook profile will eliminate them.

Here’s how to remove the shared mailbox:

Close Outlook if it’s running.
Search for Control Panel and open it.
Choose View by as Large icons and select Mail.
Click on the Email Accounts button.
Choose your account and click Change.
Select More Settings.
Move to the Advanced tab, choose the Shared mailbox, click the Remove button and then OK.

Check out our separate post on how do i know if my email was recalled in Outlook.

Here’s the process to add the Shared Mailbox:

Launch Outlook on your device.
Click on File at the top-left corner.
Select Account Settings > Account Settings.
Choose your account and click Change.
Select More Settings.
Proceed to the Advanced tab and click on Add.
Type in the Shared Mailbox name or the email address and click OK.

Check out our separate post on how to fixed Outlook: your Mailbox is over its size limit message.

Here are the steps to delegate access to the Shared Mailbox for another user:

Open Outlook.
Click on File at the top-left.
Select Account Settings > Delegate Access.
Click on Add.
Choose the user you want to share the mailbox with, and click the Go button.
Select the user name from the list, click Add, then OK.
Pick Editor, which will grant full access to the shared mailbox for each section and click OK.
Go to the Home tab in Outlook.
Right-click on the shared mailbox and choose Data File Properties.
Go to the Permissions tab and select Full Details in the Read section, All in the Delete items section and Folder visible in the Other section.
Click Apply, then OK.

7. Rebuild the Offline Outlook Data File (.ost)

When the offline data file gets corrupted, Outlook shows problems such as synchronization errors. To solve this issue, simply remove the .ost file for the shared mailbox from your computer, run Outlook, and it’ll create a new file automatically.

Here’s how to rename the offline Outlook data file:

Launch Outlook on your computer.
Click on File at the top-left corner.
Select Account Settings > Account Settings.
Go to the Data Files tab, choose the shared mailbox OST file and click on Open File Location.
Move the OST file to a different location.
Close Outlook and reopen it.

When you restart Outlook, it will create a new Offline data file.

Here’s a complete guide on how to automatically forward emails in Outlook.

8. Create a New Outlook Profile

If your Outlook profile gets corrupted, it won’t update any associated mailboxes. In that case, you must create a new profile.

Here’s the process to create a new Outlook profile:

Close Outlook if it’s running.
Search for the Control Panel and open it.
Choose View by as Large icons and select Mail.
Select Show Profiles.
Click Add to make a new Outlook profile.
Provide a profile name and click OK.
Type in your name, email address & password and click Next.
Click on Finish when you are done.
Open the Mail dialog box again.
Select the newly created profile, check Always use this profile and click OK.

Now once you open Outlook, it will load your new profile. Add the shared mailbox to this profile, and you won’t face synchronization issues anymore.

FAQs

Why is my shared Outlook inbox not updating?

Your shared Outlook inbox is not updating because of bad offline Outlook data files (.ost) or a corrupted Outlook profile.

How do I force a shared mailbox to sync in Outlook?

Follow the steps below to force a shared mailbox to sync in Outlook:

Open Outlook.
Select the shared mailbox from the Folder pane.
Go to the Send/Receive tab.
Click Update Folder.

Do shared mailboxes show up automatically in Outlook?

When an administrator grants you full access to a shared mailbox, it will show up automatically in the Folder pane once you open the Outlook application.