OST gets to big due to additional delegate access to otherailboxes

Question

Hi, Our assistants so have delegate access to several attorney's mailboxes. We have exchange accounts and use cache mode. The .ost includes also the delegate mailbox emails. So it gets very big, currently 70GB, which is far beyond what Microsoft recommends. I cannot exclude the delegate mailboxes from cache mode, it is all or nothing. Adding them as normal mailboxes require reboot of outlook, choose the mailbox, bit this is a security problem due to changing pwds... what is the best way to setup that?

Answer 1

You don't have to change the password in order to add the mailbox directly in Outlook, simply use the credentials of the delegate user when prompted. Do remove automapping first though. Here's a sample article with steps: https://www.michev.info/blog/post/3567/how-to-add-a-shared-mailbox-as-additional-account-in-outlook-2022-version

Generally speaking, this is the best approach as it gives you flexibility via the "Cache slider" for each account, as well as the "sync filters" you can configure on a per-folder basis. You can still use the "cache slider" even without this, but to a lesser effect. Lastly, you can toggle off the "download shared folders" option to further reduce the size.