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Sending On Behalf of Shared Mailbox, yet storing item in Shared Mailbox Sent Items RRS feed

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    Running Outlook 2010 & 2013 with Exchange 2013 (on premise).  The behaviour I'm trying to achieve is

    1. for a user to have access to a shared mailbox,
    2. have sent items go to the sent items folder of the shared mailbox, and
    3. have new/reply messages from the shared mailbox show personA on behalf of sharedX.

    No 1 easy enough - full access granted.  Shows up automatically or loaded as extra account in Outlook client.

    No 2 not so easy/intuitive, but loading it as an extra account in Outlook seems to do the trick. Simply responding from an auto mapped mailbox puts the sent message in your personal sent items and not the shared mailbox sent items folder. If there is a smarter/more intuitive/sensible way of doing this at scale please let me know!

    No 3 is where I'm getting stuck. If I remove full access and grant SendOnBehalf using EMS (http://technet.microsoft.com/en-US/library/jj150498(v=exchg.150)) I get #3 to function as required, but not with full access still granted which in turn breaks requirement #1 & #2.

    Am I missing something obvious or is this a very real limitation/shortfall in the Exchange/Outlook ecosystem?  The fact that the EAC does not even cater for Send On Behalf on a shared mailbox gives me little hope that this is/was a thought through scenario for the Exchange team.

    As an aside - It would be very useful if MS had a definitive guide on how to configure these 'common' scenarios - perhaps the topic for a series of blogs by the Office/Exchange server teams?

    Wednesday, May 14, 2014 12:07 PM

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    Hi,

    Please do the following changes for your requirements:

    1. Assign full access permission to a user for shared mailbox:

    Add-MailboxPermission SharedMailbox1 -Identity UserA -AccessRights FullAccess

    2. Set messages sent from a shared mailbox saved to the Sent Items folder of the shared mailbox by adding the DelegateSentItemsStyle registry entry, and then set the entry's value to 1:

      a. Click Start, click Run, type regedit, and then click OK.

      b. Locate and then click the following registry subkey(14.0 for Outlook 2010 and 15.0 for Outlook 2013):

              HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences

      c. On the Edit menu, point to New, and then click DWORD Value.

      d. Type DelegateSentItemsStyle, and then press Enter.

      e. Right-click DelegateSentItemsStyle, and then click Modify.

      f. In the Value data box, type 1, and then click OK.

    Exit Registry Editor and restart Outlook.

    3. In Exchange 2013, we can’t use the EAC to grant Send on Behalf permissions, we must use Set-Mailbox cmdlet with the GrantSendonBehalf parameter. If you want to achieve the sending messages show “UserA send on behalf of SharedMailbox1”, UserA can compose a new Email, click the Options tab, and make the From Field visible. Now go back to your Email and choose From : SharedMailbox1.

    For more information about shared mailbox permission, we can refer to the following article:

    http://technet.microsoft.com/en-us/library/jj150498(v=exchg.150).aspx

    Thanks,

    If you have any feedback for TechNet Subscriber Support, contact tnmff@microsoft.com

    Winnie Liang
    TechNet Community Support


    Friday, May 16, 2014 2:59 AM

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    Yeah, that's asked for a lot.  Agreed, it's a nice-to-have but, alas, it isn't available.

    Ed Crowley MVP "There are seldom good technological solutions to behavioral problems."

    Wednesday, May 14, 2014 11:59 PM
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    Thanks Ed for confirming my suspicion.  Would you happen to know if this is due to specific functionality/product design or simply low priority (for some unknown reason as this has been an issue/shortfall for ages)?
    Thursday, May 15, 2014 5:56 AM
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    For #2, you can accomplish this by adding a registry key in the user workstation:

    HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Preferences
    Add a reg_dword with name 'DelegateSentItemsStyle' and value 1

    For #3, i believe you can actually give a user "Full Access + Send On Behalf" permission to a shared mailbox. Using ECP, give the user Full Access permission. Using EMS, grant SendOnBehalf permission.

    Thursday, May 15, 2014 2:37 PM
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    Hi,

    Please do the following changes for your requirements:

    1. Assign full access permission to a user for shared mailbox:

    Add-MailboxPermission SharedMailbox1 -Identity UserA -AccessRights FullAccess

    2. Set messages sent from a shared mailbox saved to the Sent Items folder of the shared mailbox by adding the DelegateSentItemsStyle registry entry, and then set the entry's value to 1:

      a. Click Start, click Run, type regedit, and then click OK.

      b. Locate and then click the following registry subkey(14.0 for Outlook 2010 and 15.0 for Outlook 2013):

              HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences

      c. On the Edit menu, point to New, and then click DWORD Value.

      d. Type DelegateSentItemsStyle, and then press Enter.

      e. Right-click DelegateSentItemsStyle, and then click Modify.

      f. In the Value data box, type 1, and then click OK.

    Exit Registry Editor and restart Outlook.

    3. In Exchange 2013, we can’t use the EAC to grant Send on Behalf permissions, we must use Set-Mailbox cmdlet with the GrantSendonBehalf parameter. If you want to achieve the sending messages show “UserA send on behalf of SharedMailbox1”, UserA can compose a new Email, click the Options tab, and make the From Field visible. Now go back to your Email and choose From : SharedMailbox1.

    For more information about shared mailbox permission, we can refer to the following article:

    http://technet.microsoft.com/en-us/library/jj150498(v=exchg.150).aspx

    Thanks,

    If you have any feedback for TechNet Subscriber Support, contact tnmff@microsoft.com

    Winnie Liang
    TechNet Community Support


    Friday, May 16, 2014 2:59 AM
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    Thank you Winnie.  I was able to replicate my desired behaviour in both Outlook 2010 & 2013 without having to resort to adding extra accounts in Outlook - put another way, it works as one would hope with auto mapping.  I'm pretty sure I've tried the regkey before without luck, but in this scenario it works.
    Friday, May 16, 2014 9:17 AM