Troubleshooting: Outlook Stuck on 'Updating Shared Mailbox'? Quick Fixes Here

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Is your Microsoft Outlook perpetually displaying the message “Updating this folder in Shared mailbox” and failing to synchronize new emails? This frustrating issue can disrupt your workflow, especially when you rely on shared mailboxes for team collaboration and communication. While Outlook on the web and mobile devices might function correctly, the desktop application stubbornly refuses to update, leaving you in a state of email limbo. Often, restarting Outlook provides a temporary reprieve, only for the problem to resurface.

This persistent synchronization issue is a known problem, particularly affecting shared mailboxes. The core symptom is the inability of shared mailboxes to automatically refresh and display new emails, while the status bar at the bottom of Outlook perpetually indicates “Updating this folder”. A tell-tale sign to confirm this issue lies within Outlook’s Sync Issues folder, specifically in the Synchronization Log of your primary Exchange account. Examining these logs can provide further insights into the nature of the synchronization failures.

Beyond the primary symptom of stalled email updates, other related issues can manifest, further pointing towards this shared mailbox synchronization problem. These can include:

• Receiving Non-Delivery Reports (NDRs) when attempting to respond to meeting invitations sent to the shared mailbox.
• Encountering errors when trying to access shared calendars associated with the problematic mailbox.
• Not seeing expected folders in the Online Archive linked to the shared mailbox, indicating a wider synchronization problem across different mailbox components.

If you are experiencing the “Outlook stuck on Updating this folder in Shared mailbox” message on your Windows 11 or Windows 10 computer, the following proven solutions can help you resolve this issue and restore normal Outlook functionality.

Solutions to Fix Outlook Stuck on ‘Updating Shared Mailbox’¶

When faced with Outlook stubbornly displaying the “Updating this folder in Shared mailbox” message, there are two primary methods to address the underlying cause and restore proper synchronization:

1. Delete Registry Corruption from the Current Profile: This method targets potential corruption within your existing Outlook profile settings stored in the Windows Registry.
2. Create a New Outlook Profile: Establishing a brand-new Outlook profile effectively resets all account settings, providing a clean slate and often resolving issues stemming from profile corruption.

Before proceeding with these solutions, a simple preliminary step can sometimes resolve temporary glitches. Restart your computer and your network router. This action refreshes your system and network connections, and can occasionally clear minor issues that might be hindering Outlook’s synchronization. If the problem persists after restarting, proceed with the more targeted solutions outlined below.

1] Deleting Registry Corruption from the Current Profile¶

This solution involves directly editing the Windows Registry. Caution is advised when modifying the registry, as incorrect changes can lead to system instability. It is strongly recommended to back up your registry before proceeding. Creating a registry backup provides a safety net, allowing you to restore your registry to its previous working state if any errors occur during the process.

Steps to Delete Registry Corruption:

1. Open the Registry Editor:

   • Right-click on the Start button (Windows icon) and select Run.
   • In the Run dialog box, type regedit and press Enter.
   • A User Account Control prompt will appear, asking for permission to make changes to your computer. Click Yes to open the Registry Editor.

2. Navigate to the Outlook Profiles Path:

   • In the Registry Editor window, use the left-hand pane to navigate to the following registry path:
     

     Computer\HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Profiles
     

     
     Note: The 16.0 in the path corresponds to Outlook 2016 and later versions. If you are using an older version of Outlook, the number might be different (e.g., 15.0 for Outlook 2013, 14.0 for Outlook 2010). Ensure you select the correct version number that corresponds to your installed Outlook version.

3. Locate the Problematic Profile:

   • Under the Profiles key, you will see a list of subkeys representing your Outlook profiles. Identify and select the profile that is experiencing issues with the shared mailbox synchronization. Profile names are usually descriptive, making it easier to identify the correct one.

4. Find the ‘0102663e’ Registry Key:

   • Once you have selected the problematic profile, click on the Edit menu at the top of the Registry Editor window and choose Find.
   • In the Find dialog box, type 0102663e and click Find Next.

5. Delete the ‘0102663e’ Key:

   • The Registry Editor will search and locate the 0102663e key within your selected profile. This key is typically located in a path where the parent key is just above the GroupStore folder.
   • Once located, right-click on the 0102663e key and select Delete from the context menu.
   • A confirmation dialog box will appear, asking if you are sure you want to delete this key. Click Yes to confirm the deletion.

6. Close Registry Editor and Restart Outlook:

   • Close the Registry Editor window.
   • Restart Microsoft Outlook.

7. Check Shared Mailbox Synchronization:

   • After restarting Outlook, monitor the shared mailbox to see if it is now updating correctly and synchronizing new emails without getting stuck on the “Updating this folder” message.

If deleting the registry key does not resolve the issue, proceed to the next solution: creating a new Outlook profile.

2] Creating a New Outlook Profile¶

Creating a new Outlook profile is a more comprehensive solution that resets all settings associated with your email accounts, including the shared mailbox configuration. This process can effectively eliminate any corrupted or incorrect settings that may be preventing the shared mailbox from synchronizing properly. A new profile provides a fresh configuration, often resolving issues that are difficult to pinpoint and fix within an existing, potentially corrupted profile.

Steps to Create a New Outlook Profile:

1. Open Control Panel:

   • Type control panel in the Windows Search bar (located on the taskbar, usually next to the Start button) and press Enter.
   • The Control Panel window will open.

2. Access Mail Setup:

   • In the Control Panel window, change the “View by” option (located in the top-right corner) to either “Small icons” or “Large icons”. This will display all Control Panel items in an icon-based view.
   • Locate and click on Mail (Microsoft Outlook). The icon usually depicts an envelope with the Outlook logo.

3. Show Profiles:

   • In the Mail Setup window (titled “Mail Setup - Outlook”), click on the Show Profiles… button.

4. Add a New Profile:

   • The Mail window will appear, displaying a list of your existing Outlook profiles.
   • Click on the Add… button to create a new profile.

5. Name the New Profile:

   • In the “New Profile” dialog box, enter a descriptive and easily recognizable name for your new Outlook profile. For example, you could name it “Outlook Profile - New” or use a date for easy identification.
   • Click OK.

6. Add Email Account (Auto Account Setup):

   • The Add Account wizard will launch. Select Auto Account Setup.
   • Enter your email account details:
     • Your Name: Enter your full name as you want it to appear in outgoing emails.
     • Email Address: Enter your primary email address associated with your Outlook account.
     • Password: Enter the password for your email account.
   • If prompted to re-enter your password, do so.

7. Outlook Account Configuration:

   • Click Next. Outlook will automatically attempt to configure your email account settings based on the email address you provided. This process may take a few moments as Outlook communicates with the email server.
   • Once Outlook successfully configures your account, you will see a confirmation message. Click Finish.

8. Set the New Profile as Default:

   • In the Mail window, locate the dropdown menu labeled “When starting Microsoft Outlook, use this profile:”.
   • Select “Always use this profile” from the dropdown options.
   • From the profile list below the dropdown, choose the newly created profile that you just named.

9. Apply and OK:

   • Click Apply in the Mail window.
   • Click OK to close the Mail window.

10. Close Mail Settings and Open Outlook:

    • Close the “Mail Setup - Outlook” window and the Control Panel window.
    • Launch Microsoft Outlook. It should now open using your newly created profile.

11. Verify Shared Mailbox (Automatic or Manual Addition):

    • Automatic Addition: If the shared mailbox is directly linked to your primary email account (e.g., through an Exchange or Office 365 environment), it should automatically appear in your new Outlook profile after Outlook completes its initial synchronization with the server. This automatic addition is typically seamless and requires no further action.
    • Manual Addition (If Necessary): If the shared mailbox does not automatically appear, you will need to add it manually. Follow these steps:
      • In Outlook, go to File > Account Settings > Account Settings.
      • In the Account Settings window, select your primary email account from the list and click Change….
      • In the “Change Account” window, click on the More Settings… button.
      • Navigate to the Advanced tab in the “Microsoft Exchange” dialog box.
      • Under the “Open these additional mailboxes” section, click Add….
      • In the “Add Mailbox” dialog box, enter the name of the shared mailbox (usually the display name or email address of the shared mailbox) and click OK.
      • Click OK in the “Microsoft Exchange” dialog box, Next in the “Change Account” window, and Finish in the “Account Settings” window.

12. Check Shared Mailbox Synchronization:

    • After completing these steps, the shared mailbox should now be visible in your Outlook folder list, typically located in the left-hand pane.
    • Monitor Outlook to confirm that it is no longer stuck on the “updating this folder” message and that the shared mailbox is synchronizing emails correctly.

By creating a new Outlook profile, you effectively bypass any potential corruption or misconfigurations within your previous profile, often resolving persistent synchronization issues with shared mailboxes.

Frequently Asked Questions (FAQs) about Outlook Stuck on Updating¶

Why is my Outlook stuck on updating?¶

Several factors can contribute to Outlook getting stuck on updating folders, hindering its ability to synchronize emails with the Exchange server. These reasons span from network connectivity issues to problems within Outlook itself:

• Network Issues: A weak or unstable internet connection, intermittent network drops, or problems with your local network infrastructure can disrupt Outlook’s communication with the email server, causing synchronization to stall.
• Corrupt Outlook Profile: As discussed in the solutions, corruption within your Outlook profile settings can lead to various malfunctions, including synchronization failures.
• Outdated or Corrupt Add-ins: Faulty or incompatible Outlook add-ins can interfere with Outlook’s core functions, potentially causing synchronization problems.
• Conflicts with Other Applications: Certain applications, particularly security software such as firewalls or antivirus programs, may mistakenly block or interfere with Outlook’s network traffic, leading to synchronization issues.
• Incorrect Email Settings: Incorrectly configured email account settings within Outlook, such as server addresses, port numbers, or encryption methods, can prevent proper communication with the email server.
• Low Mailbox Storage: If your email mailbox is nearing or has exceeded its storage quota, it can impact Outlook’s ability to synchronize new emails.
• Oversized Local Cache (OST File): Outlook uses a local cache file (OST) to store a copy of your mailbox data. An excessively large or corrupted OST file can sometimes lead to performance issues and synchronization problems.
• Server-Side Issues: In some cases, the problem might not be on your end but rather with the Exchange server itself. Server outages, maintenance, or performance issues can temporarily affect Outlook synchronization.

How do I force Outlook to update a shared mailbox?¶

While Outlook is designed to synchronize automatically in the background, there are manual methods you can employ to initiate or force an update of a shared mailbox when you suspect it is not synchronizing correctly:

• Manual Send/Receive: The most direct way to force a synchronization is to use the “Send/Receive” function within Outlook.

  • Go to the Send/Receive tab in the Outlook ribbon.
  • Click on the Send/Receive All Folders button. This command instructs Outlook to immediately attempt to synchronize all of your email accounts and folders, including shared mailboxes.

• Reset Cached Exchange Mode: Cached Exchange Mode enhances Outlook performance by storing a local copy of your mailbox. Disabling and then re-enabling Cached Exchange Mode can sometimes resolve synchronization glitches by forcing Outlook to rebuild its local cache.

  • Go to File > Account Settings > Account Settings.
  • Select your Exchange account and click Change….
  • Uncheck the Use Cached Exchange Mode checkbox. Click Next and Finish. Restart Outlook.
  • After Outlook restarts, repeat the steps and re-check the Use Cached Exchange Mode checkbox. Click Next and Finish. Restart Outlook again.

• Delete and Rebuild OST File: If the local OST file is suspected of corruption, deleting it will force Outlook to rebuild it upon the next startup. This can resolve issues related to a corrupted cache.

  • Close Outlook.
  • Open File Explorer and navigate to the location where Outlook stores OST files. The default location is typically: C:\Users\<username>\AppData\Local\Microsoft\Outlook. You may need to enable “Hidden items” in File Explorer’s View tab to see the AppData folder.
  • Locate the OST file associated with your Exchange account (it will have the same name as your email profile).
  • Delete the OST file.
  • Restart Outlook. Outlook will automatically rebuild the OST file, which may take some time depending on the size of your mailbox.

• Create a New Outlook Profile (as detailed in Solution 2): As previously mentioned, creating a new Outlook profile provides a clean configuration and often resolves persistent synchronization problems that manual methods might not address.

If none of these methods successfully force an update and resolve the “Outlook stuck on updating” issue, it is advisable to consider more advanced troubleshooting steps or seek assistance from your IT support or Microsoft support.

We hope these troubleshooting steps help you resolve the “Outlook stuck on ‘Updating Shared Mailbox’” issue and restore seamless email synchronization. If you have found other solutions or have further questions, please feel free to leave a comment below!