Some users experience delays when opening, searching, or processing emails in shared mailboxes connected to the Tekst platform. It may seem like Tekst is responding slowly, but in most cases the cause is not on Tekst's side.
Tekst processes messages and data centrally in the cloud. Our systems are functioning normally. The slow performance is caused by the way Outlook and employees' local computers handle the mailbox data.
Why does this happen?
By default, Outlook fully synchronizes shared mailboxes to the local computer using a so-called OST cache. When a shared mailbox contains a large amount of historical emails, attachments, and folders, this cache file grows significantly. Computers with limited free disk space or outdated hardware then have to work hard for every action - such as opening, searching, or sorting.
Possible causes
- An oversized Outlook OST cache due to years of stored emails and attachments.
- Insufficient free disk space on the employee's computer.
- A slow or unstable internet connection at the office - shared mailboxes require a good connection for real-time synchronization.
- Outdated hardware: too little RAM or a slow hard drive (HDD instead of SSD).
- An outdated version of Outlook that synchronizes less efficiently.
- Multiple shared mailboxes connected to a single Outlook profile at the same time, causing the load to accumulate.
Recommended solutions
| Action | How |
|---|---|
| Limit or disable caching | Outlook → Account Settings → More Settings → Advanced. Disable "Download shared folders", or set the cache period to 1–3 months. |
| Clean up the mailbox | Delete old emails and large attachments, or archive them to a separate folder. |
| Free up disk space | Ensure computers have sufficient free disk space (at least 10–15% of total disk capacity). |
| Update Outlook | Check that Outlook is up to date via File → Office Account → Update Options. |
| Upgrade hardware | For outdated hardware, upgrading to an SSD is the most impactful investment for faster Outlook performance. |
Role of Tekst
Tekst is always ready to confirm that our side is functioning correctly and to share log files or status reports if needed. However, the cause of the delay lies in the local IT environment - the solution should therefore be implemented there.
Have questions or want us to take a look? Contact us at support@tekst.com.
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