How to keep subfolders in a specific order in a shared inbox?

Andy Dal Pont 20 Reputation points
2023-10-03T14:30:47.1033333+00:00

Hello!

I'm looking for a solution to an issue in a shared inbox in Outlook Microsoft 365 (Version 2307).

We have a folder containing a few hundred subfolders. Each subfolder has a name, and their name starts with a number. We want to keep the folders in ascending number order, but they keep moving to the top whenever we either file something in them or open them to get to the emails.

 

First, I wonder if a setting can be adjusted and how to stop them from moving. When I right-click on the folder and choose "Sort Subfolders A to Z, " it does not fix the issue permanently as it just rearranges the folder temporarily, AND for some reason, it can't file the subfolder in order of numbers correctly (it will place #1020 above #120 as it sorts by the first digit without considering if the number is in the hundreds or the thousands). 

 

Secondly, is there a way to have only one person with permission to create and arrange folders in a shared inbox? 

 

Thank you for your help! 

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Accepted answer
  1. Faery Fu-MSFT 17,286 Reputation points Microsoft Vendor
    2023-10-04T06:16:30.72+00:00

    Hi @Andy Dal Pont ,

    According to my research, the possible cause of the folder order changing is that you have enabled Cached Exchange Mode for Shared Folders. This option can cause the folders to move to the top when they are accessed or updated.

    • Click File > Account Settings > Account Settings.
    • Double-click on your Exchange account.
    • Click More Settings > Advanced.
    • Uncheck the box for Download shared folders.
    • Restart Outlook and see if the issue is resolved.

    it can't file the subfolder in order of numbers correctly (it will place #1020 above #120 as it sorts by the first digit without considering if the number is in the hundreds or the thousands). 

    This can happen when the folder names start with numbers but have different lengths. To fix this, you can try to add leading zeros to the folder names, so that they have the same number of digits. For example, rename #120 to #0120.

    is there a way to have only one person with permission to create and arrange folders in a shared inbox? 

    You can assign different roles to different users, such as Owner, Editor, Author, Contributor, etc. Each role has different levels of access and permissions for the shared mailbox and its folders. For example, you can assign the Owner role to the person who should have the ability to create and arrange folders and assign other roles to the rest of the users.

    1. In the Microsoft 365 admin center, go to Teams & groups > Shared mailboxes.
    2. Select the shared mailbox you want to edit, then select Members > Customize permissions.
    3. Select Edit next to the permission you want to change for a member.

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