Volume 31 Issue 12

Issue Date: June 18, 2026 « Previous Issue | Next Issue »

The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on June 18, 2026.

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Today's Highlights »

Update: Deleting Classic Outlook’s AutoComplete Entries Works Again
Changes Coming to Email Notifications
Adding Shared Mailboxes to Mobile Devices
Sync Only New Mail but Search for Older Messages?

Update: Deleting Classic Outlook’s AutoComplete Entries Works Again

As I mentioned earlier, Microsoft removed the “X” used to delete individual entries from the AutoComplete list. I expected the company to restore that option, and they did.

Around June 1, Microsoft reversed the change in Classic Outlook, restoring the ability to delete AutoComplete entries. However, individual entries still cannot be deleted in New Outlook or Outlook on the web. Users who want to remove a single address in those apps will need to clear the entire autocomplete list.

Microsoft has this article on the change In AutoComplete, the "X" to remove individual suggested recipients might not work as expected

Changes Coming to Email Notifications

Microsoft is changing how New Outlook and Outlook on the web handle email notifications when multiple messages arrive within seconds. At this time, they display a notification for each message but over this summer, Outlook will group email notifications into a single alert to reduce interruptions. This change affects only Microsoft 365 accounts and will begin rolling out this month. Most users will see the change by mid-July, while government accounts will be updated by mid-September.

This feature change is enabled by default but can be managed in Outlook on the web settings. Look for it in, File > Settings > General > Notifications. Expand Mail under the “Notify me about” header then uncheck “Group notification alerts” to disable it.

POP and IMAP accounts will not be affected. Currently, it is not an option in Outlook.com accounts. Classic Outlook has grouped new messages like this for as long as I can remember.

Microsoft 365 Administrators can review the Microsoft announcement at Grouped notifications in Outlook

Adding Shared Mailboxes to Mobile Devices

This week, I had several people ask me how to add a shared mailbox to their mobile device.

The easiest way, and what Microsoft recommends, is using the Outlook mobile app. You need to have your account added to the Outlook mobile app, then click Add account then select Shared Mailbox. Easy-peasy.

If you prefer not to use the Outlook app, you’ll need the mailbox password from the owner or admin to add the account. If prompted for a 2FA code for the shared mailbox, open your authenticator app and try the 6-digit code for your own mailbox. You can also choose another verification method, such as receiving an SMS on your phone. If you’re a delegate, the mailbox owner will need to provide the code.

The previous method of choosing the option to sign in using another account then entering your address in this format: me@domain.com\sharedmailboxalias is no longer working.

Sync Only New Mail but Search for Older Messages?

A user only keeps three months of mail synced to Outlook and wanted to know if search will find the older messages on the mail server.

It all depends on the account.

If using Microsoft 365 or Outlook.com, search can include older mail as Outlook uses Microsoft 365’s search to search the mailbox.

You can also temporarily download older messages by clicking the View on Server button on the Folder ribbon. As soon as you change folders, the older messages disappear from the folder.

If using IMAP, no. Outlook won’t give you the option to temporarily download messages you aren’t syncing and cannot search the mail on the server. You’ll need to log into web mail to search.