Outlook Shared Mailbox Not Updating Automatically – Check Now!

Summary: The default setting on the Shared mailbox not updating automatically, which can cause issues. Oversizing can also result in integrity issues, which leads to synchronization issues, outdated Shared Mailboxes, etc. In this blog, we are fixing the Outlook shared mailbox not updating.

The Shared Mailbox is created in Outlook and can be accessed by several users at once. You can designate a specific user as an administrator of the Shared Mailbox, allowing them to add/delete/modify any other users accessing the mailbox. However, if you want anyone on your staff to have access, you should make them an administrator of their own account.

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Why Shared Mailbox is Not Updating in Outlook

The following are the reasons behind shared mailbox not updating automatically.

  • Due to the corruption of the OST file, users might experience errors when opening or editing messages.
  • If the update is slow due to the file size, users may disable auto-update.
  • Users may be interrupted during synchronization
  • Outlook loses connections to Exchange Server.

There are a few reasons behind the Outlook shared mailbox not updating. Now, we will talk about the solution to fix this error. Read this post if the Outlook security alert certificate keeps popping up.

Steps to Fix Shared Mailbox Not Updating Automatically

In the following section, we have provided the steps for fixing the issue Outlook shared inbox not updating. Follow these steps carefully to resolve the Shared mailbox Outlook not updating problem.

Step 1: Outlook Auto Sync Shared Mailbox

Sometimes when you are in a meeting or just not in front of your computer, you may want to synchronize your shared mailbox in Outlook. However, the steps for manually synchronizing your shared mailbox in Outlook and trying to fix the Shared mailbox not updating automatically.

Here are the steps for manually synchronizing your shared mailbox in Outlook:

  1. Open the Microsoft Outlook program on your computer.
  2. Click on the File tab and then click on Options.
  3. On the left-hand side of the window, click on Advanced Tab and then tick/enable that says Send immediately when connected.
  4. Tap the Send/Receive button and enable the “Perform an automatic Send/Receive when exiting” option to perform further actions.
  5. Finally, click the close button, restart Outlook and check if the shared mailbox not getting updated automatically is resolved or not.

Step 2: Check the Outlook Server Status

If your Exchange server goes down for maintenance or scheduled backups, likely, Outlook won’t be able to synchronize and update your shared mailbox with the Exchange Server.

You can fix the shared mailbox not updating automatically in Outlook issue using the below steps.

Access your account via Outlook Web App (OWA). If you can access OWA, it indicates the server is online. Suppose you cannot access Outlook. So, there is an issue with your system or OST file.

You can also check the firewall and antivirus settings. They may be blocking your access to the OST file.

Also Read: How to Create a Calendar in Outlook to Share.

Step 3: Manually Synchronize the Shared Mailbox

  1. From your computer, open the Outlook application.
  2. Select the Send/Receive tab from the top menu bar.
  3. Once you hit the ‘Update Folder’ option, you can synchronize user mailboxes with the Exchange server and update folders.

This method is not the perfect and proven way to fix a shared mailbox manually or it maybe create new error such as Outlook email stuck in Outbox. If you want to fix the problem permanently, you need to enable automatic sync if it is not enabled.

Step 4: Disable Download Shared Folders Caching

  1. Run the Outlook desktop app on your computer and click File.
  2. Select Account Settings from the Account Settings icon.
  3. Choose Data Files from the advanced tab.
  4. Then untick Download Shared Folders and press Apply.
  5. After that tap on the Apply button and hit the Ok button.

After following the above steps I hope your query related to shared mailbox not updating automatically are fixed now.

Step 5: Reconnect Shared Mailbox

  1. Open the Outlook application on the laptop.
  2. Tap on the File tab; after that, Account Settings and again click on the Account Settings.
  3. Pick the Mail Account and tap on the change button.
  4. Now, find the More Settings options under the Offline Settings.
  5. After that, click on the Advanced option, press the Remove button, and hit the OK button.

Note: These steps to disconnect a shared mailbox. To reconnect it, please use the below steps.

To allow someone to access Outlook, you must create a delegate account.

  1. In Outlook, find the Account Settings, press on the Delegate Access, and click Add button.
  2. You can then change the Delegates Permissions you have created.
  3. Pick the Calendar option and Choose the Editor.
  4. After that, click the Shared Mailbox, and select Data File Properties.
  5. Now hit the Permissions tab, select Full Details, and check the Folder Visible option.
  6. Click the Add button to select the user account and finally hit the Ok button.

Step 6: Recreate the OST File

To fix the Shared mailbox not updating automatically, for you can recreate the OST file. The steps are as follow:

  1. Open the Outlook application and navigate to File.
  2. Then choose Account Settings under the Account Settings options.
  3. Press on the Data Files and choose the OST file that was created earlier.
  4. Now, press on the Open File Location button and backup the OST file.
  5. Close the Outlook application and delete the existing OST file from your computer.
  6. Now restart Outlook and create the new OST file to fix not receiving emails in shared mailbox Outlook with updating shared mailboxes.


Ultimately, we learned how to update shared mailbox in Outlook. These are the top 5 Methods which fix the Shared mailbox not updating automatically in Outlook. Try them once, and you won’t face this problem again. I hope you enjoy this post; for more information, revisit Sysvpro.com.

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