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Email

Cached Mode

Cached mode should always be used when the mailbox has been migrated to Office 365. This option is available in Outlook (and is the default).

  1. Go to File>Account Settings>Account Settings
  2. Select the account and click the “Change” button
  3. Ensure the “Use Cached Exchange Mode” option is selected. The default of 1 year of downloaded email is usually sufficient.

Online/non-cached mode has sometimes been used in the past as a troubleshooting step or for particular work-flows with on-prem mailboxes but this will cause performance issues for a 365 mailbox as the latency is significant.

Additional Mailboxes

It is usually recommended that mailboxes are converted to Shared Mailboxes where possible as it is considered insecure to have a role-based account with its own username/password. When adding these to Outlook, it is preferred to add them as an additional mailbox (opened by the main account), rather than to add them as separate accounts in Outlook.

This is achieved by going to File>Account Settings>Account Settings and selecting your email account. Then click the change button and “More Settings”. Then go to the Advanced Tab and you will see the below, where you can add additional mailboxes to open.

However, sometimes the shared mailbox search options will not be as expected, especially when using sub-folders. If there are issues with searching other accounts/shared mailboxes, it is best to add it as an additional account altogether by going to Outlook>File>Account Settings>Account Settings and then the “New…” button to add another Email account. You can authenticate with your own credentials rather than the shared mailbox.

You may get “No results found” when searching additional accounts, you can use the “Let’s look on your computer instead” to search the local OST file as shown:

This is supposed to be updated in a future version to be more intuitive.

Mac Shared Mailboxes/Delegated Access

The macOS Mail app does not currently support opening a shared mailbox that has been migrated to Office 365. Outlook for macOS is supported.

On macOS the user account seems to need to be set as the UPN (User Principal Name) when adding a role-based mailbox not in the same location (i.e. the shared mailbox is located in 365 but the user is still on-prem).

This means instead of firstname.lastname@otago.ac.nz you would use username@registry.otago.ac.nz as shown: