Switch Off Download Shared Mailbox

If you have access to multiple other mailboxes, you may find that Outlook starts to run slowly, that your hard disk starts to fill up, or worse – the emails in those mailboxes don’t sync properly.

By default Outlook will download the data from all the mailboxes that you have access to. It’s good for several reasons to download the recent items in your own mailbox, but it can be problematic on shared mailboxes. Luckily, you can turn off sync for those while keeping it for your own.

In Outlook, go to File > Account Settings > Account Settings

Then, click through Change > More Settings > Advanced

Untick ‘Download shared folders’

You will need to restart Outlook for this to take effect.

The shared mailboxes will still be accessible, but won’t be downloaded to your computer and will be read entirely online.

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Further reading

How to password protect a Zip folder

If you need to share a document with an external third party, you should do so securely. Sometimes password protecting and emailing the document is not such a good idea (see Why you shouldn’t password protect your Office Documents). You might consider instead giving them temporary access to the folder itself (see How to share

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