New Outlook Shared Contacts Folder: Workaround for delegated contact folders

If you use delegated access to manage another person’s contacts in the new Outlook for Windows, you may notice that shared contacts folders do not appear automatically. The new Outlook uses a different sync engine than the classic version, which does not support delegated contact folders in the same way. This article explains why shared contacts folders are missing and provides a workaround to access and manage delegated contacts effectively.

Why shared contacts folders are missing in new Outlook

The new Outlook for Windows is built on a web-based platform that uses Microsoft Graph API instead of the traditional MAPI protocol. Delegated access to mailboxes, calendars, and contacts relies on server-side permissions that the new Outlook does not fully support for contacts. When a delegate is granted Editor or Reviewer permissions to another user’s Contacts folder, the new Outlook does not display that folder under the shared mailbox in the folder pane.

Microsoft has acknowledged this limitation and is working on adding delegated contact folder support in future updates. Until that feature is released, users must use alternative methods to access the delegated contacts.

Workaround methods to access delegated contacts in new Outlook

The following methods allow you to view and edit contacts from a shared mailbox or delegated contacts folder in the new Outlook for Windows. Each method has different limitations; choose the one that best fits your workflow.

Method 1: Add the shared mailbox as an additional account

1. Open account settings in new Outlook
   Click File in the top-left corner, then select Accounts. Click Add Account.
2. Enter the shared mailbox email address
   Type the email address of the mailbox whose contacts you need to access. For example, shared@company.com. Click Continue.
3. Sign in with your credentials
   You will be prompted to sign in. Use your own delegate account credentials. The system will verify your permissions and add the mailbox.
4. Locate the Contacts folder
   After the mailbox appears in the folder pane, expand it. Look for a folder named Contacts or People under the shared mailbox. You can now view and edit contacts directly.

Note: This method adds the entire mailbox as a separate account. You will see all folders including Inbox, Sent Items, and Calendar. If you only need contacts, this adds extra clutter. You can hide unwanted folders by right-clicking them and selecting Hide.

Method 2: Open shared contacts via the People module

1. Switch to the People module
   Click the People icon in the left navigation bar. If you do not see People, click the three dots at the bottom of the bar and select People.
2. Open a shared contacts folder
   Click the three dots in the People module toolbar and select Open shared contacts. A dialog appears.
3. Enter the delegate’s email address
   Type the email address of the mailbox whose contacts you want to view. Click Open. The shared contacts folder appears under Other contacts in the left pane.

Note: This method only shows contacts in read-only mode. You cannot edit or add new contacts to the shared folder. Use this method if you only need to view contacts.

Method 3: Export contacts from classic Outlook and import to new Outlook

1. Open classic Outlook
   Launch classic Outlook (Outlook 2019, 2021, or Microsoft 365 classic version). Ensure you have delegate permissions to the contacts folder.
2. Navigate to the shared contacts folder
   In the folder pane, expand the shared mailbox. Click the Contacts folder.
3. Export contacts to CSV
   Click File > Open & Export > Import/Export. Select Export to a file and click Next. Choose Comma Separated Values. Select the shared Contacts folder. Choose a destination file and click Finish.
4. Import CSV into new Outlook
   In new Outlook, click File > Open & Export > Import/Export. Select Import from CSV or PST. Browse to the CSV file. Choose to import into your own Contacts folder. Click Finish.

Note: This method creates a static copy of the contacts. Changes made in the original mailbox after the export will not appear in your copy. Repeat the export and import process periodically to keep your copy up to date.

Method 4: Use classic Outlook for delegated contacts only

If you frequently edit delegated contacts, keep classic Outlook installed alongside new Outlook. Use classic Outlook solely for managing shared contacts. New Outlook can remain your primary email client. Classic Outlook supports delegated contact folders natively. You can pin classic Outlook to your taskbar for quick access to shared contacts.

Limitations and things to avoid with workarounds

Adding a shared mailbox as a second account sends separate notifications

When you add a shared mailbox as a full account, new Outlook treats it as a primary mailbox. You will receive desktop notifications for new email in that mailbox. To disable notifications, go to Settings > Mail > Notifications and turn off notifications for the shared mailbox account.

The People module shared contacts option does not support editing

The Open shared contacts feature in the People module is designed for viewing only. If you need to add, edit, or delete contacts, use Method 1 or Method 4 instead. Attempting to edit contacts through this view will result in an error message.

Exported CSV files lose contact groups and categories

When you export contacts from classic Outlook to CSV, contact groups (distribution lists) and categories are not preserved. Contact groups are exported as a single line item and cannot be expanded in new Outlook. If you rely on contact groups, use the PST export format instead, which preserves groups and categories. In the export wizard, choose Outlook Data File (.pst) instead of CSV.

New Outlook vs Classic Outlook: Shared contacts access comparison

Item	New Outlook	Classic Outlook
Delegated contacts folder visibility	Not shown automatically	Shown under shared mailbox
Edit shared contacts	Only via workaround (add account)	Native support
View shared contacts read-only	Yes via People module	Yes
Export contacts	CSV or PST import only	CSV, PST, or vCard export
Sync updates from delegate	Only with added account method	Automatic

Conclusion

You can now access delegated contacts in the new Outlook by adding the shared mailbox as a second account or by using the People module for read-only viewing. If you need full editing capabilities, keeping classic Outlook installed for shared contacts is the most reliable approach. For a one-time copy, export contacts from classic Outlook as a PST file and import them into new Outlook. Microsoft is expected to add native delegated contacts folder support in a future update of new Outlook, which will eliminate the need for these workarounds.