How to Open Shared Folder in Outlook? – Step By Step Guide
Summary: Opening a shared folder is a basic procedure that may be finished in a few quick steps. However, occasionally you might run into problems. This article explains how to open shared folder in Outlook without any problems.
Users can cooperate and communicate both inside and outside of teams with the aid of shared folders in Microsoft Outlook. They enable simultaneous cooperation and lessen the need for frequent email exchanges by providing real-time access to shared data and resources. All team members can access and respond to emails received from customers and clients by using shared folders as a single repository.
You will learn how to open a shared folder in Outlook in this article post.
Techniques to Open/Access Shared Folders in Outlook
Outlook shares folders in a few different ways. You can access shared folders fully or partially by using the methods listed below.
#1. Enable Download from Shared Folder
If you have permission to access the shared folder, it will show up in Outlook automatically. If you can’t access it, take the following actions:
- Start Microsoft Outlook, then select the File tab.
- Select Account Settings from the menu.
- You can access more settings by double-clicking on your email account.
- Click the Add button after selecting the Advanced option.
- Click OK after entering the shared folder’s name.
- The shared folders will be located and listed. Click OK after selecting the shared folder from the list.
Make sure “Use Cached Exchange Mode” is turned on in the Advanced tab, then select “Download shared folders” and click OK > Next > Finish.
#2. Access the Partial Contents of a Shared Folder.
Part of the contents in shared folders, like the shared calendar, are accessible. Follow these steps to access the shared folder’s shared calendar:
- In Outlook, select the Folder tab after clicking the calendar icon in the left pane.
- Then select Open Shared Calendar from the calendar drop-down menu.
- After entering the Shared Folder name, click OK.
- The calendar will be shown next to your calendar items with various colour tones if you have access rights.
Shared Folder Opening Problems: Causes and Solutions
The procedure of opening shared folders in Outlook is simple and easy. However, you can run into problems while attempting to open the shared folders in Outlook. Here are a few typical problems and their fixes:
- Unauthorised Access to a Shared Folder – Make sure you have the appropriate permissions if you can’t open a shared folder. To confirm and obtain access to the shared folder, get in touch with the owner or IT administrator.
- Momentary Problems – It’s possible that Outlook’s shared folders won’t open or can’t be accessed temporarily due to network, permission, or performance issues. Close Outlook and restart it to remedy this.
- The Shared Folder File is Damaged – You might be unable to open the shared folder file if it has been corrupted or damaged. To fix the OST file, use SCANPST. Use an advanced OST to PST Converter application, such as CubexSoft OST Converter, if the OST file is inconsistent or orphaned. It has the ability to extract all mail items from an OST file and save them in a PST format that Outlook can import.
- Error Unable to Expand the Folder – Outlook lists the shared folder when you add it in the left pane. However, you are unable to access the mail items or extend them. To obtain the “Folder Visible” permission in this situation, get in touch with the administrator or shared folder creator.
Read more: How to fix the “Cannot Expand the folder” error?
Alternative and Additional Ways to Access Shared Resources in Outlook
Below are some additional and alternative ways to access shared resources in Outlook. Users of Outlook who have access to Microsoft 365 and SharePoint should use these techniques.
Integrated SharePoint usage
Microsoft SharePoint can be added to Outlook so you can instantly access all shared resources, such as shared folders, if your company uses it. It provides a smooth experience for working together on shared files and papers.
Leverage Windows Teams
An extensive platform for collaboration called Microsoft Teams, which is included with Microsoft 365, connects with Outlook. You can communicate with other team members and access shared resources by using Teams channels or chats.
Final Words!
All of the emails in your account and shared folders can be managed using Microsoft Outlook. You can open shared folders in Outlook easily by following the methods stated above. It’s crucial to remember that shared folders can quickly expand your OST file, which could result in problems like the OST file exceeding its maximum size. This is because shared folders are frequently huge. Use CubexSoft OST to Outlook Converter to open an inaccessible or inconsistent OST file and convert it to an Outlook-importable PST format if you run into this problem or are unable to view your mail items in Outlook. The program is useful when you have OST or Outlook data file-related issues and are unable to view the mail items in Outlook.
