How to fix: Cannot move or copy folders. Cannot copy folder. A top-level cannot…

The Error

When copy and paste folders/contacts in Outlook/Office 365 from/to public folders, the following error pops up.

Cannot move or copy folders. Cannot copy folder. A top-level cannot be copied to one of its subfolders. Or, you may not have approriate permissions for the folder. To check your permissions for the folder, right-click the folder, and then click Properties on the shortcut menu.

The Fix

1 Open Exchange admin center (https://outlook.office365.com/ecp)

2 Navigate to “public folder -> public folders”

Exchange admin center - public folders
Exchange admin center – public folders

3 Navigate to the public folder which is having the problem.

4 Assign that user as “Owner” of that specific public folder

Exchange admin center - public folders
Exchange admin center – public folders
Exchange admin center - public folders - Public folder permissions
Exchange admin center – public folders – Public folder permissions
Exchange admin center - public folders - Public folder permissions
Exchange admin center – public folders – Public folder permissions

5 Try the operation again, once finished, change back the permission for that user to “Author” or other permission.


How to fix: Your email program is using outdated address information for… (Outlook & Office 365)

The Error:

Your message to IMCEAE[email protected]usprd01.prod.outlook.com couldn’t be delivered.

Your email program is using outdated address information for IMCEAE[email protected]usprd01.prod.outlook.com.


More Info for Email Admins
Status code: 550 5.1.11


The recipient email address is a LegacyExchangeDN address, which isn’t used by the Office 365 service. You might see this error if you’ve migrated your organization’s email from on-premises to the cloud, or if your organization has a hybrid configuration and you synchronize your on-premises directory with Office 365. If clearing the recipient Auto-Complete List from the user’s Outlook or Outlook on the web doesn’t solve the problem, try to clear the related LegacyExchangeDN address from your on-premises Active Directory. Then synchronize the directory again.


For more information, see Fix email delivery issues for error code 5.1.11 in Office 365.


Outdated To address


Outlook/ Office 365 - Your message to IMCEAEX-...
Outlook/ Office 365 – Your message to IMCEAEX-…

The Fix

Most of the time, as described in the Error message, all we need to do is to remove the address from auto complete list/cache, then type the full address manually. Here’s the steps

1 Create a new email in Outlook

2 Type the beginning of the recipient email address

3 Click on the “X” to remove it from the cache/auto complete list in Outlook

Click on the "X" to remove it from the cache/auto complete list in Outlook
Click on the “X” to remove it from the cache/auto complete list in Outlook

4 Type the full recipient email address manually.

Try to send again, this time, the email should reach recipient’s inbox successfully.

How to hide users from address lists (GAL/Global Address List etc.) By configuring Office 365/Exchange server

(This article is for Office 365/Exchange server Administrators)

Keywords: hide users from GAL, hide users from global address list, office 365, exchange server, hide users from address list, Office 365 administrator, O365

1 Login to https://outlook.office365.com/ecp with Office 365 Administrator account

2 Click on “recipients” -> double click on the name of the user you want to hide from address list

Microsoft Exchange admin center - recipients
Microsoft Exchange admin center – recipients

3 Check the “Hide from address lists” box, click on “Save” button

Microsoft Exchange admin center - User editor
Microsoft Exchange admin center – User editor

4 Wait for 2 minutes, check the Outlook Global Address List again, the hidden user should not appear in the list anymore.

How to Fix: Meeting request declined. “This resource can only be scheduled up to 180 days in advance.”

Keywords: Office 365, Microsoft Office 365, Calendar, Resource mailbox

In Office 365, a resource mailbox can only have schedule up to 180 days in advance by default, only administrators of Office 365 can change the value for their tenants.

Method 1:

1 Login to https://admin.microsoft.com

2 Click on “Exchange” (Or Open this link directly and login: https://outlook.office365.com/ecp) to open “Exchange admin center”

Microsoft Office 365 Admin Center
Microsoft Office 365 Admin Center

3 Click on “recipients” -> “resources” -> Double click on “Name of the resource” (e.g. “Conference Room”)

Microsoft Exchange admin center
Microsoft Exchange admin center

4 A new window will pop up

Microsoft Exchange admin center -> Resource
Microsoft Exchange admin center -> Resource

5 Click on “booking options”, change ” Maximum booking lead time (days): ” to a desired days. (By default it’s 180)

Microsoft Exchange admin center -> booking options
Microsoft Exchange admin center -> booking options

6 Click on Save to save the changes

7 Now you should be able to schedule up to the days you have defined.

Method 2:

1 Login to https://outlook.office365.com/ecp

2 After login, change the URL from https://outlook.office365.com/ecp to ” https://outlook.office365.com/ecp/resourcename%40yourdomain.com” (%40 is replacement of @ within the email address)

3 You will see a similar page to this

Microsoft Office 365 -> ECP
Microsoft Office 365 -> ECP

4 Click on “settings” then change the value for “Maximum number of days in advance resources can be booked: “, Click on save button.

Microsoft Office 365 -> ECP
Microsoft Office 365 -> ECP

7 Now you should be able to schedule up to the days you have defined.

How to: Fix Microsoft Outlook showing wrong contact name in “To” Field

Keywords: Microsoft Outlook, Showing wrong name, Showing wrong email address, To field, Outlook contact name and email address mismatch, Showing incorrect contact name, Microsoft Exchange, Microsoft Office 365

When entering contact’s name in the To field in Microsoft Outlook, it shows correct email address but wrong contact name which can cause confusion.

Microsoft Outlook - To Field (Wrong contact name)
Microsoft Outlook – To Field (Wrong contact name)

Solution

To resolve this issue, we need to remove incorrect “Linked contacts”

1 Click on the correct email address with incorrect name, so that it populates the name to To… field

Microsoft Outlook - To... field
Microsoft Outlook – To… field

2 Double click on the name, a menu will appear

Microsoft Outlook
Microsoft Outlook

3 Click on three dots

Microsoft Outlook
Microsoft Outlook

4 Click on “Link Contacts…”

Microsoft Outlook - Link Contacts...
Microsoft Outlook – Link Contacts…

5 Remove all other contacts except the only correct contact name for that specific contact

Before Modifying

Microsoft Outlook - Linked contacts for (Before Modifying)
Microsoft Outlook – Linked contacts for (Before Modifying)

After Modifying

Microsoft Outlook - Linked contacts for (After Modifying)
Microsoft Outlook – Linked contacts for (After Modifying)

6 Now the issue should be fixed

Note: You need to repeat these steps for each contacts which has this problem.

How to fix “This message could not be sent. You do not have the permission to send the message on behalf of the specified user.”

This message could not be sent. You do not have the permission to send the message on behalf of the specified user.
(Microsoft Outlook - Send As)
This message could not be sent. You do not have the permission to send the message on behalf of the specified user.
(Microsoft Outlook – Send As)

1 Make sure the Desktop Outlook is closed

2 Open following path from Windows File Explorer

%userprofile%\AppData\Local\Microsoft\Outlook\Offline Address Books\

3 Cut everything within this folder

4 Create a new folder name it backup and open it

5 Paste to the backup folder

6 Try to launch Desktop Outlook and Send As again.


How to configure and use Send As in Exchange and Outlook

How to configure Office 365, Microsoft Outlook Send As & Force Oultook update Global Address List (GAL)

Keywords: Office 365, Oultook Send As, Force Global Address List (GAL) update, This message could not be sent

1 Configure Send As permission in Microsoft Exchange

1.1 Login to Office 365 Exchange: https://outlook.office365.com/ecp

1.2 Click on “recipients” -> “mailboxes” or “shared”

1.3 Double click on one of the mailbox from the results list

1.4 Click on “mailbox delegation”

1.5 Scroll to “Send As” section

1.6 Click on “+” button, add user who should have Send As permission for the mailbox.

1.7 Click on “Save” button.

2 Send As from Outlook Online

2.1 Login to https://outlook.office365.com as the user we have specified in step 1.6

2.2 Click on your profile image at top right corner

2.3 Click on “Open another mailbox”

2.4 Enter the mailbox we give permission to from step 1.3 and click on “Open”

2.5 Now you can send email from this email address.

3 Send As from Microsoft Outlook Desktop Application

3.1 Launch Desktop Outlook

3.2 Click on “New Email” button

3.3 Click on “Options” from Menu then click on “From”

3.4 Click on From, if the address you want to send as appear underneath the “From” button, select it, if not, Click on “Other Email Address…”

3.5 Type the email address you have configured from step 1.3

3.6 Now you can send email from this email address.

4 How to resolve following Error

Note: You may encounter following error after step 3.6

This message could not be sent. You do not have the permission to send the message on behalf of the specified user.

This message could not be sent. You do not have the permission to send the message on behalf of the specified user.
(Microsoft Outlook - Send As)
This message could not be sent. You do not have the permission to send the message on behalf of the specified user.
(Microsoft Outlook – Send As)

To resolve this issue, try following method to Force Oultook update Global Address List (GAL) to resolved the issue.

4.1 Make sure the Desktop Outlook is closed

4.2 Open following path from Windows File Explorer

%userprofile%\AppData\Local\Microsoft\Outlook\Offline Address Books\

4.3 Cut everything within this folder

4.4 Create a new folder name it backup and open it

4.5 Paste to the backup folder

4.6 Try to launch Desktop Outlook and follow Section 3 again to Send As, this time there should be no error.

How to fix Microsoft Outlook freeze issue

Keywords: Outlook, Office 365, Outlook Freeze, Outlook not responding, Microsoft Outlook

If you have connected Office 365 account in Outlook desktop, you probably will have Outlook freeze issue from time to time. Here is a quick fix might work, if it keeps saying connecting exchange server.

Enable Outlook Cached Exchange Mode

1 Make sure you have enough disk space for downloading all emails from exchange server. (Means your hard drive’s free space should be bigger than your used mailbox size)

1.2 To find out your free local disk space, you need to open file explorer. (In this example, 164 GB free)

Microsoft Windows File Explorer - C drive disk usage and free space
Microsoft Windows File Explorer – C drive disk usage and free space

1.3 To find out your mailbox usage, you need to open Outlook, click on File from menu bar

Outlook Menu bar
Outlook Menu bar

2 Have a look on “Mailbox Settings” section, you will see how much space used. (3 GB used in this example)

Outlook Menu bar - File - Account Information
Outlook Menu bar – File – Account Information

3 If you have enough disk space, continue. Click on “Account Settings” icon, then click on “Account Settings” from drop down menu

Outlook Account Settings
Outlook Account Settings

4 Select Click on “Change…” button

Outlook Account Settings Menu
Outlook Account Settings Menu

5 Check “Use Cached Exchange Mode to download email to an Outlook data file”, Drag the handle to right hand side to make sure all emails will be downloaded, click “Next” button to save settings.

Outlook - Exchange Account Settings
Outlook – Exchange Account Settings

6 Leave Outlook open for awhile (Actual time depends on how big is your mailbox and how fast is your internet connection), so it can download all emails. When finished, you should not have freeze issue anymore.

Note: If you are still experiencing Outlook freeze issue, it can be other factors like plugins etc.