In Outlook 365 (new) automatically sync public folders

Question

In Outlook 365 (new) automatically sync public folders

silbro_85 1

Hi

We have an RDS where Outlook Classic has problems so we switched to the new Outlook. This works much better but we have 1 problem which is very essential for us. We have shared mailboxes. These shared mailboxes will not show new mails unless you click on the inbox. We have to respond fast and it matters as this is how we make profit. How can we enable the autosync so it shows new mails as soon as they get into a shared mailbox?

Thanks for any help!

1 answer

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Answer 1

Nghia-P 1,700 Microsoft External Staff Moderator

Hi silbro_85,
Welcome to Microsoft Q&A Forum!

Thank you for reaching out and providing a clear explanation of the issue. I completely understand how important it is for your team to get timely alerts when emails arrive in a shared mailbox, especially when quick responses impact your business operations.

I’ve tested this scenario in my own environment using the New Outlook for Windows, and I can confirm that I do receive notification popups (toast alerts) when emails are delivered to a shared mailbox without needing to click into the mailbox first.

To help ensure this works on your end, I recommend checking the following:

Outlook Notification Settings

Open the New Outlook app.
Click the gear icon (Settings) in the top-right corner.
Search for “Notifications”.

User's image

Ensure the following options are enabled:

Allow notifications to play sounds

Send notifications when Outlook is closed

Windows Notification Settings

Open Windows Settings > System > Notifications.
Locate Outlook or New Outlook in the list.
Ensure all notifications are turned on, including:

User's image Also, please double-check whether Do Not Disturb (or Focus Assist) is enabled in Windows. If this is turned on, it can suppress all popup notifications, including those from Outlook, even if they’re properly configured.

When I perform the actions, the inbox notification is sent even when I haven't clicked into the "Inbox" of the shared mailbox.

User's image

If the issue still isn’t resolved, I truly appreciate your patience. I understand how frustrating this must be, especially when it impacts your team's responsiveness. If anything I’ve explained wasn’t clear, or if I’ve misunderstood part of your setup, please don’t hesitate to let me know. I’m more than happy to keep working with you to get this sorted.

Looking forward to hearing from you.

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

silbro_85 1 Reputation point

2025-07-04T08:30:19.5+00:00

Thanks a lot for your response!

The problem still persists. We already had your proposed settings. Here are 2 screenshots of what I mean. As you can see in the first screenshot there is no number 1 and it will never show:

But when I click into the inbox, it shows the number 1 and that there is a new mail:

This never updates automatically, even after hours. I've seen this behavior on different systems and I can't find any solution. In the webmail this problem does not exist nor in the classic Outlook. But the classic doesn't work well so that is no option.
Nghia-P 1,700 Reputation points Microsoft External Staff Moderator

2025-07-07T04:20:58.9866667+00:00

Hi @silbro_85,

Have a good day and thank you sincerely for providing the screenshots. They were invaluable in helping me better understand your situation.

Based on the image you shared, I can confirm that you're using the New Outlook experience, and after replicating the configuration in a controlled environment similar to yours, I observed the same behavior: the Inbox in a Shared Mailbox does not display a new message badge until it is manually selected.

I want to take a moment to express my genuine understanding and empathy for your situation. I fully recognize how crucial timely message visibility is for your workflow especially when it directly impacts your team's ability to respond quickly and, as you mentioned, affects your profit. These kinds of limitations, even if subtle at first glance, can have a real and tangible impact, and I truly appreciate you taking the time to raise them.

To support you further, I’d like to recommend a few next-step options:

1. Open a support request through the Microsoft 365 Admin Center:

If you're an admin or have access, go to the bottom-right corner in The Microsoft 365 Admin Center. and choose "Help & Support"

From there, you can open a support ticket with Microsoft, describing the issue and its business impact (eg,. Briefly describe the issue: “Shared mailbox in New Outlook does not show unread mail notification until folder is manually opened.”)

If you don’t have administrator access, I recommend reaching out to your internal IT department or the person who manages your Microsoft 365 environment. They will be able to submit a support request through the Microsoft 365 Admin Center on your behalf.

2. Send feedback directly via the Outlook interface:

In New Outlook, go to Help > Feedback

Describe exactly what you’re experiencing, including how the missing notification impacts your operations.

Again, I truly appreciate your patience, and I want you to know that I fully recognize the importance of what you're reporting. You're raising visibility on a real-world pain point, and I'm here to walk alongside you to make sure your voice is heard and you receive the help you deserve.

Please don’t hesitate to reach out if I can support you further.

If my answer has been even partially helpful, please consider marking it as “Accepted Answer” so others facing similar issues can find it more easily.
Nghia-P 1,700 Reputation points Microsoft External Staff Moderator

2025-07-09T07:20:55.75+00:00

Hi @silbro_85,

Have a good day!

I wanted to check in and see if the information above was helpful to you.

If you have any updates or further questions, please feel free to share.
Nghia-P 1,700 Reputation points Microsoft External Staff Moderator

2025-07-11T05:38:32.8366667+00:00

Hi @silbro_85,

I wanted to check in and see if the information above was helpful to you.

If you have any updates or further questions, please feel free to share.

If you feel this helped point you in the right direction, you're more than welcome to mark it as "Accepted Answer". This can make it easier for others facing a similar issue to find their way to a solution, too.

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In Outlook 365 (new) automatically sync public folders

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