Outlook - Viewing shared mailbox content older than the caching limit

DavidYorkshire 91 Reputation points
2020-08-28T14:51:01.093+00:00

I am configuring and testing the Office 365 apps prior to roll-out. I have set the Outlook caching limit to an enforced 1 month via GPO (necessary to avoid terminal servers getting overloaded with cached mail). In the user's own mailbox, this is fine and they see the link a the bottom of the folder to view email older than 1 month.

However, a number of them also have access to other mailboxes, and the folders in those just state "currently dislaying all messages newer than 1 month" at the bottom, with no link to see anything older.

Is there any way to resolve this - i.e. for there to be a link to see older email in the shared mailboxes as there is in the user's own mailbox?

Thanks

Outlook Management
Outlook Management
Outlook: A family of Microsoft email and calendar products.Management: The act or process of organizing, handling, directing or controlling something.
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  1. Andy David - MVP 144.4K Reputation points MVP
    2020-08-31T17:27:36.58+00:00

    Hi @DavidYorkshire

    This indicates you can do this. But haven't tested.

    To change the shared folder caching behavior in Outlook 2010 or later versions to match the default behavior in Office Outlook 2007, you must add the following registry data to your Outlook client. In this situation, only non-mail folders such as the Calendar, Contacts, and Tasks folders are cached.

    https://support.microsoft.com/en-us/help/982697/by-default-shared-mail-folders-are-downloaded-in-cached-mode-in-outloo

    I will say this, caching of any shared folder is something I never recommend. :) Outlook just isnt good at it( changes are coming in Office 365), so I never use it. You may find that cached calendars do not update sometimes and other frustrations with delegate access .

    Hopefully, this will get better soon for 365 users:
    https://www.microsoft.com/en-us/microsoft-365/roadmap?filters=&searchterms=26948
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  1. DavidYorkshire 91 Reputation points
    2020-08-31T18:02:09.437+00:00

    Thanks. I've tested that and it appears that if that policy is enabled it also forces the caching on the mail folders too - it appears that in order not to cache mail it's necessary that the policy settings:

    Disable shared mail folder caching in Microsoft Outlook 2016\Outlook Options\Delegates, which sets registry key HKCU\software\policies\microsoft\office\16.0\outlook\cached mode\cacheothersmail is enabled

    and

    Download shared non-mail folders in Microsoft Outlook 2016\Account Settings\Exchange\Cached Exchange Mode which creates key HKCU\software\policies\microsoft\office\16.0\outlook\cached mode\downloadsharedfolders is disabled

    If the second one is enabled it deems to over-ride the first one and cache mail anyway!