Office 365 Shared Mailbox Emails Stuck in Outbox – Quick Fix
These days, it seems that Office 365 shared mailbox emails stuck in outbox is a common question. The user has attempted every solution available to them, but the situation remains unresolved. In this post, we are going to discuss how to resolve this issue and how you can access the outbox, what the outbox is, how it works, what the shared mailbox is, and how it works. Before solving this problem, a user is required to know the workings of the outbox and shared mailbox.
Table of Contents
User Query:
Sure, there are many ways to check the reason and resolve it. Before going further, let us have a detailed introduction to the shared mailbox and Outbox.
What is Outbox in Outlook and How Does It Work?
Outbox is a temporary folder for storing emails queued for sending. It stores sent emails until your email client establishes a connection to the mail server.
Here is a detailed briefing about how it works:
- Compose an email: The user writes an email and clicks on send
- Outbox: The newly composed email is now in Outbox and queued to be sent.
- Establish connection: When an email client establishes the connection to the mail server then it sends the email to a receiver, and after that, the mail is moved to the “Sent” folder.
How to Access the Outbox in Outlook?
Here are some steps to find the Outbox in the Outlook Application:
- Step 1. Open your Outlook application on Windows
- Step 2. Navigate to your mailbox folder
- Step 3. Scroll down in the left pane until you find the Outbox Folder.
Let’s see the basic introduction of the shared mailbox and how it works. Only after that can we understand why Office 365 shared mailbox emails are stuck in the outbox.
What is a Shared Mailbox and How Does It Work?
There is a 25-user limit for shared mailboxes. Multiple users can have access to this mailbox through an admin, and it appears as a folder in their main mailbox. Teams utilize these mailboxes to improve teamwork.
Here is the diagram that shows the working of the shared mailbox:
- Mailbox creation: Firstly, create a mailbox and provide access to this mailbox to users.
- Shared mailbox folder: The authorized user can access the shared mailbox directly using the shared mailbox folder from their primary mailbox.
Office 365 Shared Mailbox Emails Stuck in Outbox – Reasons and Troubleshooting
There can be multiple reasons for this. Here we are mentioning some highlighted reasons that can be responsible for this problem.
Reasons:
- Internet connection: Sometimes, the internet connection is slow or broken can be the reason for this issue.
- Large attachment size: The attachment size also matters if the attachment size is larger than sending an email can take time till then it appears in the outbox.
- Outgoing server issue: Sometimes, the problem in the outgoing server settings can also lead to this problem.
- Syncing delay: The syncing delay between the Outlook client and Office 365 can also be the reason for emails stuck in the Outbox.
- Add-ins: Third-party add-ins and extensions can interfere with the process of sending an email.
- Authentication problem: The email configuration and authentication are wrong and can be a reason for emails stuck in the outbox.
- Banned profile: A banned profile by Microsoft can be the reason. If you are already logged in, try to log in again to check account is banned or not.
- Server-side issue: Maybe the Office 365 server is facing issues, which is why your email is in the Outbox.
Solution: Check and verify all the reasons to solve your problem. After troubleshooting the identified problems, your query regarding Office 365 shared mailbox emails stuck in the outbox is solved.
Read More: How to Migrate Shared Mailbox to Office 365?
Data Loss Scenarios Associated With This Problem
Here are a few scenarios that can cause data loss:
- If an email from the Outbox contains an address that has been banned or blocked, the email may fail to send and could potentially be lost if not properly monitored or reattempted with corrections.
- While troubleshooting the reasons for mail sent from a shared mailbox stuck in the outbox, the emails can vanish or may be deleted while being retrieved.
- If the account of the sender is banned then the data can not be accessed and resulting in data loss.
Therefore, before troubleshooting the problem, always migrate or back up your data locally to your system.
Solution For the Data Loss Scenarios
Till now, you have understood the different scenarios for data loss associated with the resolution of Office 365 shared mailbox emails stuck in the outbox. Now we will propose a magnificent solution that overcomes the problem of data loss. Before troubleshooting the reasons for mail sent from shared mailbox gets stuck in the outbox, migrate your data.
However, Microsoft doesn’t provide any direct way to migrate the mailbox data, and following the manual method requires effort and technical knowledge. In this case, we suggest you use the Migrator Wizard Office 365 Migration Tool many Microsoft professionals also recommend this tool. Moreover, it is an automated and streamlined approach to migrating Office 365 data.
Features of this Automated Tool
- Keep Outlook 365 emails, contacts, calendars, and documents by migrating data to a regular mailbox.
- Migrate the data from the O365 shared mailbox(s) into another mailbox.
- Allows you to perform migration of an In-Place Archive mailbox.
- During the process, apply a date filter for the Office 365 mailbox.
- Permit the admin account to migrate Office 365 user Mailboxes in Bulk.
- Delta migration only transfers recently added data in the mailbox.
- Maintain data security during migration.
- Provide an option to prioritise the user mailbox before others.
Read More: How To Add Rules To A Shared Mailbox In Office 365?
Wrapping Up!
Shared mailboxes are widely used in businesses, however, users may find it annoying when Office 365 shared mailbox emails are stuck in the outbox. To conclude, we have discussed all the reasons and troubleshooting measures to solve the query of user. However, we have mentioned different scenarios that can create a data loss situation. Additionally, we have mentioned the solution that can be used before resolving the issue using a proficient tool.