Shared mailbox not appearing in Outlook clients

Question

Shared mailbox not appearing in Outlook clients

-- -- 957

Hi

Exchange Server 2016 std.

I created a shared mailbox and assigned Administrator for mail delegation.

I then did below to give permissions to rest of users.

Add-MailboxFolderPermission -Identity ******@mydomain.com:\Calendar -User Accounts -AccessRights Editor

FolderName           User                 AccessRights
----------           ----                 ------------
Calendar             Accounts             {Editor}

set-MailboxFolderPermission -Identity ******@mydomain.com:\Calendar -User Default -AccessRights Editor

get-MailboxFolderPermission -Identity ******@mydomain.com:\Calendar

FolderName           User                 AccessRights
----------           ----                 ------------
Calendar             Default              {Editor}
Calendar             Anonymous            {None}
Calendar             Accounts             {Editor}

Problem is that user Accounts can't see the shared mailbox in the Global Address List in Outlook. I therefore can not do further operations such as using the shared mailbox's calendar. The shared mailbox appears in Exchange Server's Global Address List preview fine under Organization->Address Lists->Default Global Address List.

How can I make the users access the new shared mailbox in their Outlook global address lists?

Thanks

Regards

2 answers

Your answer

Answer 1

Vasil Michev 119.6K MVP Volunteer Moderator

Update your OAB, make sure Outlook uses the latest copy. If you can see it in the GAL, it will appear in Outlook eventually. And if you dont see it in the GAL, check the value of the -HiddenFromAddressListsEnabled parameter.

Answer 2

Joyce Shen - MSFT 16,701

Hi @-- --

Agree with the suggestions above from michev, I would provide some commands to help you solve this issue.

the command below to check if the mailbox is set to hidden from address list

Get-Mailbox "sharedmailbox id" | fl *Hidden*

Then we update the OAB

Update-OfflineAddressBook -Identity MyOAB

In Outlook: Send/Receive> Send/Receive Groups-> Download Address Book…

Then verify the result again.

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-- -- 957 Reputation points

2021-07-13T05:09:15.577+00:00
Hi Joyce

Here is the result of two commands.

[PS] C:\Windows\system32>Get-Mailbox "******@mydomain.com" | fl *Hidden* HiddenFromAddressListsEnabled : False [PS] C:\Windows\system32>Update-OfflineAddressBook -Identity "Default Offline Address Book" [PS] C:\Windows\system32>

However still can't see the mailbox in Outlook among other standard mailboxes. The issue seems to be with shared mailboxes as I have created two shared mailboxes and neither appears in address book.

Downloading address book on client Outlook gives this error;

Thanks

Regards
Joyce Shen - MSFT 16,701 Reputation points

2021-07-13T05:55:47.207+00:00
Hi @-- --

Thanks for providing the information above, have you tried using OWA to manage the shared mailbox? If OWA works fine, the issue is mainly related to OAB.

Please use this command to get detailed information about your OAB, note to clear your personal information if you share the result here.

Get-OfflineAddressBook | fl

The "IsDefault" paramter with value $true is the OAB you are using now, check the value of VirtualDirectories and GlobalWebDistributionEnabled. In Exchange 2013 CU7 or later, we recommend that you set this parameter(VirtualDirecotries) to $null, and then set the GlobalWebDistributionEnabled parameter to $true, because the Client Access services on any Mailbox server can proxy incoming OAB download requests to the correct location.

If they are not correct, use this to edit them.

Set-OfflineAddressBook -Identity "identity" -VirtualDirectories $null -GlobalWebDistributionEnabled $true

Below is also a related thread discussed about the troubleshooting steps for OAB download failed for your reference: Outlook send/receive download address book error – task reported error 0x8004010F the operation failed. An object cannot be found
Joyce Shen - MSFT 16,701 Reputation points

2021-07-16T07:49:50.587+00:00

Hi @-- --

Any progress here about downloading the OAB in your outlook?

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Shared mailbox not appearing in Outlook clients

2 answers

Your answer