Permission & Access Issues

Fix Outlook Cannot Copy Folder from Shared Mailbox

Partner Editor Sep 29, 2026 869 views

Question details

Users are unable to copy or move a folder tree containing subfolders from a shared mailbox into a personal mailbox in classic Outlook.

How to Fix Cannot Copy Folder from a Shared Mailbox in Outlook

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Attempting to copy or move folders from a delegated shared mailbox to a personal account.
Observed behavior: Outlook blocks the action, typically displaying an error stating 'Cannot copy this folder because it may contain private items,' even when the user has Full Access and Owner permissions.

Before you start

Ensure you have 'Full Access' delegate permissions for the shared mailbox, though keep in mind that classic Outlook restricts moving folder trees with subfolders by design, regardless of your permission level.

Solution 1Recommended

Recreate the Folder Structure and Move Emails Manually

Bypass the folder copy restriction by creating a new folder structure in your personal mailbox and moving the messages instead of the entire folder tree.

Since classic Outlook prevents the copying of entire folder hierarchies from a shared mailbox to a personal one, the most reliable workaround is to handle the folders and their contents separately.

Create a Destination Folder

Right-click the Inbox of your personal mailbox, select 'New Folder,' and give it the exact name of the folder you want to copy from the shared mailbox.

Select All Source Messages

Navigate to the target folder inside the shared mailbox, click on any email in the message list, and press Ctrl+A on your keyboard to select all items.

Move Emails to the New Folder

Right-click the selected emails, hover over 'Move,' click 'Other Folder,' and select the new destination folder you created in your personal mailbox.

Replicate Subfolders

If the original folder contains subfolders, repeat this process by creating corresponding subfolders in your personal account and moving their contents individually.

Recreate the Folder Structure and Move Emails Manually

Why this happens: Microsoft designs classic Outlook to block copying folder trees with subfolders from shared mailboxes to prevent unauthorized access to potentially private items, which is documented as expected behavior.

Solution 2

Export and Import via a PST Data File

If you have a complex folder tree with many subfolders, exporting the shared mailbox data to a PST file and importing it into your account can save you from manual folder creation.

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Frequently Asked Questions

Why does Outlook say 'Cannot copy this folder because it may contain private items'?

This is a built-in security measure in classic Outlook. Even if you have Full Access and Owner permissions, Outlook restricts moving or copying entire folder trees containing subfolders from shared mailboxes to prevent accidental exposure of private items.

Can I fix this folder copying issue by upgrading my permissions?

No, granting higher permissions like 'Owner' will not bypass this specific restriction in classic Outlook. You must use a workaround such as moving the individual email items or exporting the data to a PST file.

Does this shared mailbox issue occur in Outlook on the web?

Outlook on the web (OWA) handles shared mailboxes differently, but moving entire folder hierarchies across different mailboxes is generally restricted or unsupported directly through the web interface as well. Manual item movement is still the recommended approach.

Document & File Issues