Shared mailbox: Set Quick Click in Categories applied to all users of shared mailbox

Article
2017-08-15

Question

_{Tuesday, August 15, 2017 10:57 PM}

Hi there,

We run Office 365 in hybrid mode and majority of users are on Outlook 2016. Some people are using shared mailboxes. They use Categories to flag messages they have action-ed in the shared mailboxes, but assigning different colour for each user.

But one annoying thing we found is that the Categories tied to each shared mailbox, which is fine. The worst part is the "Set Quick Click" option is also tied to the shared mailbox. What it means is that if one of the shared mailbox user set a Quick Click to a particular colour and the next person set another colour, the second quick click will take effect. When all other users trying to use that Quick Click, the second colour will be applied. Then we have a situation where all users of the shared mailbox will trying to set the Quick Click as it was kept changing.

Anyone know if there is a work around for it please?

Thanks,

Edmond.

All replies (5)

_{Tuesday, August 22, 2017 8:16 AM ✅Answered}

Hi Edmond,

>> What it means is that if one of the shared mailbox user set a Quick Click to a particular colour and the next person set another colour, the second quick click will take effect.

As you may have known, I am afraid this is an expected because the information on categories is stored on the mailbox since Outlook 2007, so that every user sees the consistent colors and gets the same quick click.

In this situation, personally I'd like to encourage you to visit the Outlook UserVoice forum to submit this feedback. Microsoft loves hearing from all customers and is committed to continuously improving your experience with our products.

Thanks for your understanding and support.

Best regards,
Yuki Sun

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_{Wednesday, August 16, 2017 10:00 AM}

Check this:

https://blogs.technet.microsoft.com/outlooking/2012/02/03/how-to-share-color-categories-for-outlook-2010/

_{Thursday, August 17, 2017 4:59 AM}

Thanks. I had a look at the article. It does confirm that the categories is stored with shared mailbox and I think the Quick Click is part of the shared mailbox too so it will apply to all users.

I hope they can separate it out as I am sure that is the case for public folders.

_{Wednesday, August 30, 2017 12:27 AM}

Thanks Yuki,

Yes, looks like there is not much we can do about it. Sad that the behaviors changed when it comes to Shared Mailbox. At the moment I had got a work around and asked users to set up a Quick Step. Obviously it means a bit more work for them but they will just have to live with it.

Cheers,

Edmond.

_{Wednesday, August 30, 2017 5:19 AM}