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Shared Mailbox Search Functionality RRS feed

  • Question

  • I see from searching the web, that searching sub folders on a Shared Mailbox isn't possible when searching the entire mailbox.  But what if the Shared Mailbox has a Plan 1 license?  Does that open up the search capabilities?
    • Moved by Perry-Pan Wednesday, August 14, 2019 1:02 AM
    Monday, August 12, 2019 8:40 PM

Answers

  • Hi Mike,

    What’s the version of Outlook?

    Search scope are limited depends on the configuration. We are limited to using the "Current Folder" search scope when searching in a shared mailbox if the shared mailbox is added via the Exchange email account’s Advanced tab (using the Open these additional mailboxes option) or via Auto-Mapping.

    If we want to search entire mailbox, we can add the shared mailbox as a second Exchange account. The Subfolders and Current Mailbox scopes also require FullAccess permission to the shared mailbox.

    You can refer to following information:

    Regarding how to add as a second account, you can refer to Method 1 in this link.

    (Please Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this information.)

    What’s more, another workaround is to turn off “Download Shared Folders” so that we can search ‘Current Mailbox’.

    To turn it off, please go to File > Account Settings > Account Settings. Double click your Exchange account, choose More Settings. Under Advanced tab, unselect “download shared folders”.

    This should be same for all Exchange Online licenses as this is more a limitation on Outlook client side than Exchange server.

    Hope the information is helpful to you.

    Regards,

    Perry

    • Edited by Perry-Pan Tuesday, August 13, 2019 2:09 AM
    • Marked as answer by MikeNJ00 Tuesday, August 13, 2019 1:37 PM
    Tuesday, August 13, 2019 2:07 AM

All replies

  • Hi Mike,

    What’s the version of Outlook?

    Search scope are limited depends on the configuration. We are limited to using the "Current Folder" search scope when searching in a shared mailbox if the shared mailbox is added via the Exchange email account’s Advanced tab (using the Open these additional mailboxes option) or via Auto-Mapping.

    If we want to search entire mailbox, we can add the shared mailbox as a second Exchange account. The Subfolders and Current Mailbox scopes also require FullAccess permission to the shared mailbox.

    You can refer to following information:

    Regarding how to add as a second account, you can refer to Method 1 in this link.

    (Please Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this information.)

    What’s more, another workaround is to turn off “Download Shared Folders” so that we can search ‘Current Mailbox’.

    To turn it off, please go to File > Account Settings > Account Settings. Double click your Exchange account, choose More Settings. Under Advanced tab, unselect “download shared folders”.

    This should be same for all Exchange Online licenses as this is more a limitation on Outlook client side than Exchange server.

    Hope the information is helpful to you.

    Regards,

    Perry

    • Edited by Perry-Pan Tuesday, August 13, 2019 2:09 AM
    • Marked as answer by MikeNJ00 Tuesday, August 13, 2019 1:37 PM
    Tuesday, August 13, 2019 2:07 AM
  • Hi Mike,

    What’s the version of Outlook?

    Search scope are limited depends on the configuration. We are limited to using the "Current Folder" search scope when searching in a shared mailbox if the shared mailbox is added via the Exchange email account’s Advanced tab (using the Open these additional mailboxes option) or via Auto-Mapping.

    If we want to search entire mailbox, we can add the shared mailbox as a second Exchange account. The Subfolders and Current Mailbox scopes also require FullAccess permission to the shared mailbox.

    You can refer to following information:

    Regarding how to add as a second account, you can refer to Method 1 in this link.

    (Please Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this information.)

    What’s more, another workaround is to turn off “Download Shared Folders” so that we can search ‘Current Mailbox’.

    To turn it off, please go to File > Account Settings > Account Settings. Double click your Exchange account, choose More Settings. Under Advanced tab, unselect “download shared folders”.

    This should be same for all Exchange Online licenses as this is more a limitation on Outlook client side than Exchange server.

    Hope the information is helpful to you.

    Regards,

    Perry

    Hi Perry,

    Thanks for the detailed response.  I have Office 365 version 1902 of Outlook.  I was hoping that by adding a Plan 1 or 2 license to the Shared Mailbox we would be able to search, but it looks like from your response we won't without the workaround

    Tuesday, August 13, 2019 1:37 PM