New Outlook Shared Contacts Folder Gap for Classic Outlook Users: Temporary Options

Classic Outlook users who open shared mailboxes or delegate access in the new Outlook for Windows may find that shared contacts folders are missing or inaccessible. This gap occurs because the new Outlook app, built on a web-based platform, does not yet support the full shared contacts folder model that classic Outlook provides. This article explains why the shared contacts folder gap exists and lists the temporary workarounds available until Microsoft adds full support.

Why Shared Contacts Folders Are Missing in New Outlook

The new Outlook for Windows uses a completely different code base than classic Outlook. Classic Outlook stores shared contacts folders as separate data files or as part of a shared mailbox that can be opened in the folder pane. New Outlook, however, relies on the same cloud-based architecture as Outlook on the web. In that architecture, shared contacts folders are not exposed as separate folder objects in the navigation pane.

When you add a shared mailbox in new Outlook, the mailbox appears in the folder pane but only shows the default folders: Inbox, Drafts, Sent Items, Deleted Items, and Calendar. The Contacts folder of the shared mailbox is hidden. This limitation applies to delegate access and shared mailboxes added through File > Account Settings > Delegates or through the Add shared mailbox option in new Outlook.

Microsoft has acknowledged this gap and is working on adding shared contacts folder support to new Outlook. As of early 2025, no official release date has been announced. Until then, classic Outlook users who rely on shared contacts must use one of the temporary workarounds described below.

Temporary Workarounds for Accessing Shared Contacts

Option 1: Switch Back to Classic Outlook

The simplest and most reliable workaround is to turn off the new Outlook toggle and return to classic Outlook. This restores full access to shared contacts folders, delegate permissions, and all other classic features.

1. Open the toggle switch
   In the upper-right corner of the new Outlook window, click the toggle that says Try the new Outlook to turn it off. If the toggle is not visible, go to File > Office Account and look for the toggle under About Outlook.
2. Confirm the switch
   In the confirmation dialog, select Yes to switch back to classic Outlook. Outlook will close and reopen in classic mode.
3. Verify shared contacts
   After switching, open a shared mailbox or delegate mailbox. Click the folder pane arrow to expand the mailbox and confirm that the Contacts folder appears below Inbox, Drafts, and Sent Items.

This option works immediately and requires no additional configuration. However, you lose access to the new Outlook features such as the simplified ribbon, integrated Microsoft To Do, and the new search experience.

Option 2: Export Shared Contacts and Import to Your Main Contacts Folder

If you need to stay in new Outlook but must access the shared contacts, you can export the contacts from classic Outlook and import them into your primary contacts folder in new Outlook. This creates a static copy of the shared contacts.

1. Open classic Outlook
   Switch to classic Outlook using the toggle as described in Option 1. Open the shared mailbox or delegate mailbox that contains the contacts you need.
2. Export the shared contacts folder
   Go to File > Open & Export > Import/Export. Select Export to a file and click Next. Choose Comma Separated Values and click Next. Select the shared contacts folder from the list and click Next. Choose a save location and name the file SharedContacts.csv. Click Finish.
3. Switch to new Outlook
   Turn the new Outlook toggle back on. Outlook will restart in new Outlook mode.
4. Import the CSV file
   In new Outlook, go to File > Open & Export > Import/Export. Select Import from CSV or Excel file and click Next. Browse to the SharedContacts.csv file you exported. Choose Add to existing contacts folder and select your primary contacts folder. Click Finish.

The imported contacts appear in your main contacts folder. They are static copies and will not sync with the original shared contacts. If the shared contacts are updated frequently, you must repeat the export and import process to get the latest version.

Option 3: Use Outlook on the Web for Shared Contacts

Outlook on the web, accessed through a browser, supports shared contacts folders for shared mailboxes. You can use this as a secondary tool while keeping the new Outlook app for email and calendar.

1. Open Outlook on the web
   In a web browser, go to outlook.office.com and sign in with your work or school account.
2. Add the shared mailbox
   In the folder pane, right-click your name and select Add shared mailbox. Enter the email address of the shared mailbox and click Add. The mailbox appears in the folder pane.
3. Access the Contacts folder
   Expand the shared mailbox in the folder pane. Click the People icon or navigate to the Contacts folder. You can view, edit, and create contacts in the shared contacts folder.
4. Copy contacts if needed
   Select the contacts you need, click the three dots menu, and choose Copy to My Contacts to add them to your personal contacts folder in the web app. These copied contacts will appear in your new Outlook contacts folder after a short sync.

This method gives you full read and write access to the shared contacts folder without leaving the new Outlook app for your main email tasks. The downside is that you must switch between the app and the browser to manage contacts.

Other Related Limitations and Their Workarounds

Shared Contacts from Delegate Access Do Not Appear

If you have delegate access to another person’s mailbox, the delegate’s shared contacts folder is also hidden in new Outlook. The same three workarounds apply. Using classic Outlook is the most reliable option for delegate access because it preserves full folder visibility and permission settings.

Changes to Shared Contacts Do Not Sync

When you use the export-import method, the contacts you import are static. Any changes made to the original shared contacts after the import will not appear in your main contacts folder. To keep the data current, schedule a weekly export and import from classic Outlook.

Contact Groups (Distribution Lists) Are Exported as Individual Contacts

When you export shared contacts to CSV, contact groups or distribution lists are not preserved as groups. They are exported as individual contacts with the group name as the display name. After importing, you must manually recreate the groups in new Outlook.

Classic Outlook vs New Outlook: Shared Contacts Feature Comparison

Item	Classic Outlook	New Outlook
Shared contacts folder visibility	Visible in folder pane	Hidden; not accessible
Delegate mailbox contacts	Full read and write access	Not supported
Export shared contacts	Supported via File > Open & Export	Not supported directly
Real-time sync with original	Yes, for shared mailboxes	No; static copy only
Workaround availability	Not needed	Switch to classic, export-import, or use web app

Classic Outlook remains the only fully supported environment for shared contacts. New Outlook users must choose between switching back, exporting static copies, or using the web app as a companion tool.

You can now decide which temporary workaround fits your workflow best. If shared contacts are a daily requirement, switching back to classic Outlook is the least disruptive option. For occasional access, the export-import method or Outlook on the web work well. Monitor the Microsoft 365 Roadmap for updates on native shared contacts support in new Outlook, as Microsoft plans to add this feature in a future release.