check before: 2025-05-01
Product:
Exchange, Microsoft 365 Apps, Outlook, Windows
Platform:
Online, US Instances, Windows Desktop, World tenant
Status:
Launched
Change type:
Feature update, User impact
Links:
Details:
Summary:
Shared mailboxes in the new Microsoft Outlook for Windows desktop will be displayed like accounts with a "Shared" icon. The rollout starts in May 2025 and completes by July 2025. The "Shared with me" section will be removed, and no admin action is required. Notify users and update documentation.
Details:
Coming soon for new Microsoft Outlook for Windows desktop: To align with the behavior of classic Outlook for Windows, we will display shared mailboxes in the same way accounts are displayed and add a Shared icon to give users a visual distinction between standard mailboxes and shared mailboxes.
This message is associated with Microsoft 365 Roadmap ID 486837.
[When this will happen:]
Targeted Release: We will begin rolling out early May 2025 and expect to complete by late May 2025.
General Availability (Worldwide): We will begin rolling out early June 2025 and expect to complete by late June 2025.
General Availability (GCC): We will begin rolling out early July 2025 and expect to complete by late July 2025.
Change Category:
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Scope:
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Release Phase:
General Availability, Targeted Release
Created:
2025-04-19
updated:
2025-04-19
Task Type
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Docu to Check
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MS How does it affect me
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MS Preperations
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MS Urgency
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linked item details
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Pictures
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summary for non-techies**
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Direct effects for Operations**
Change in Shared Mailbox Display
Users may initially struggle to locate shared mailboxes due to the removal of the 'Shared with me' section, leading to confusion and potential delays in accessing important emails.
- roles: End Users, IT Support
- references: https://support.microsoft.com/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=486837
User Training and Documentation
Without prior notification and updated documentation, users may be unaware of the changes, resulting in increased support requests and frustration.
- roles: End Users, Documentation Specialists
- references: https://support.microsoft.com/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=486837
Visual Distinction Confusion
The introduction of a 'Shared' icon may not be immediately recognized by users, leading to misinterpretation of mailbox types and potential miscommunication.
- roles: End Users, Team Leaders
- references: https://support.microsoft.com/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=486837
Configutation Options**
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Opportunities**
Improved User Navigation
The new visual distinction between standard and shared mailboxes will enhance user navigation, making it easier for users to identify and access shared mailboxes quickly. This can lead to increased productivity as users spend less time searching for the right mailbox.
- next-steps: Conduct user training sessions to familiarize staff with the new layout and features. Update internal documentation to reflect the changes and provide tips for efficient navigation.
- roles: End Users, IT Support, Training Coordinators
- references: https://support.microsoft.com/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=486837
Streamlined IT Support
With the removal of the 'Shared with me' section, IT support can expect fewer inquiries related to locating shared mailboxes, as the new layout is more intuitive. This can free up IT resources to focus on more complex issues.
- next-steps: Monitor support ticket trends post-rollout to evaluate the impact of the change on support requests. Adjust support documentation accordingly to reflect the new mailbox structure.
- roles: IT Support, Help Desk Managers, System Administrators
- references: https://support.microsoft.com/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=486837
Enhanced User Training Opportunities
The introduction of the new shared mailbox display provides a perfect opportunity for IT to enhance user training programs. Educating users about the new features can lead to better adoption of Microsoft 365 tools and improved collaboration.
- next-steps: Develop training materials and sessions focusing on the new Outlook features, emphasizing shared mailbox usage. Gather feedback from users to continuously improve training offerings.
- roles: Training Coordinators, End Users, IT Managers
- references: https://support.microsoft.com/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=486837
Potentional Risks**
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IT Security**
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explanation for non-techies**
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** AI generated content. This information must be reviewed before use.
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