locked
Email in Shared Mailboxes RRS feed

  • Question

  • We have a shared mailbox in an area used by perhaps five team members. Those team members have been delegated access to the maibox via Exchange and thus it appears in their Outlook profile. They can reply/send mail as that shared mailbox but, the email they touch then ends up in their personal sent email or their personal deleted items and they would prefer that, automatically, they end up in the appropriate folder of the shared mailbox. Is there a way to make that happen? Thanks in advance.

    Bruce Pellegrini

    Wednesday, November 6, 2019 7:42 PM

Answers

All replies

  • Hi Bruce,

    By default, when you send a message as another user or on behalf of the user, the sent message isn't saved to the Sent Items folder of the shared mailbox. Instead, it's saved to the Sent Items folder of your mailbox.

    To workaround this issue, please use the method below. (Important: Follow the steps below carefully. Serious problems might occur if you modify the registry incorrectly. Before you modify it, back up the registry for restoration in case problems occur.)

    1. Click Start, click Run, type regedit, and then click OK.
    2. Locate and then click the following registry subkey:
      HKEY_CURRENT_USER\Software\Microsoft\Office\x.0\Outlook\Preferences
      (The x.0 placeholder represents your version of Office (16.0 = Office 2016, Office 2019 or Office 365, 15.0 = Office 2013, 14.0 = Office 2010, 12.0 = Office 2007)
    3. On the Edit menu, point to New, and then click DWORD Value.
    4. Type DelegateSentItemsStyle, and then press Enter.
    5. Right-click DelegateSentItemsStyle, and then click Modify.
    6. In the Value data box, type 1, and then click OK.
    7. Exit Registry Editor and restart your Outlook.


    Similarly, to switch the destination for deleted items:

    1. Click Start, click Run, type regedit, and then click OK.
    2. Locate and then click the following registry subkey:
      HKEY_CURRENT_USER\Software\Microsoft\Office\x.0\Outlook\Options\General
      (The x.0 placeholder represents your version of Office (16.0 = Office 2016, Office 2019 or Office 365, 15.0 = Office 2013, 14.0 = Office 2010, 12.0 = Office 2007)
    3. On the Edit menu, point to New, and then click DWORD Value.
    4. Type DelegateWastebasketStyle, and then press Enter.
    5. Right-click DelegateSentItemsStyle, and then click Modify.
      8 = Stores deleted items in your folder.
      4 = Stores deleted items in the mailbox owner's folder.
    6. Exit Registry Editor and restart your Outlook.


    Note that the above methods requires the Outlook client to use the cache mode.

    Reference:

    Items that are deleted from a shared mailbox go to the wrong folder in Outlook.

    Messages sent from a shared mailbox aren't saved to the Sent Items folder of the shared mailbox in Outlook.

    Hope this can be helpful.

    Regards,

    Aidan Wang


    Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact tnsf@microsoft.com.


    Thursday, November 7, 2019 2:38 AM
  • Alternatively you can use an add-in for Outlook named UniSent.
    Thursday, November 7, 2019 10:58 AM
  • Hi Bruce,

    In addition to what Aidan has already explained perfectly, you can also follow the steps in the article below to directly change the behavior of the shared mailbox for Sent Items since you have Exchange in your environment:

    https://docs.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-user-mailboxes/automatically-save-sent-items-in-delegator-s-mailbox

    For Deleted Items, that registry trick is the only option for now as far as I know.

    Regards,
    Burak V.

    • Marked as answer by Bruce-Pilgrim Thursday, November 7, 2019 7:21 PM
    Thursday, November 7, 2019 6:41 PM
  • Thank you, Aidan and Burak for your feedback. Invaluable!

    Bruce Pellegrini

    Thursday, November 7, 2019 7:23 PM
  • Thanks, Aidan... we may not want to mess with the registry as these folks can move or change at any time and we would not want to propagate this from machine to machine. Still this is stellar stuff to know!

    Bruce Pellegrini

    Thursday, November 7, 2019 7:24 PM
  • Thanks, Victor! I will look into this.

    Bruce Pellegrini

    Thursday, November 7, 2019 7:25 PM
  • Great info, Burak… thank you!

    Bruce Pellegrini

    Thursday, November 7, 2019 7:25 PM
  • Hi,

    I'm glad to see your issue has been fixed.

    Here I will provide a brief summary of this post for your information. This will make answer searching in the forum easier!

    Request/Expectation:

    When you send a message as another user or on behalf of the user, the sent message isn't saved to the Sent Items folder of the shared mailbox. Instead, it's saved to the Sent Items folder of your mailbox.

    Solution Summary:

    To workaround this issue, please use the method below. (Important: Follow the steps below carefully. Serious problems might occur if you modify the registry incorrectly. Before you modify it, back up the registry for restoration in case problems occur.)

    1. Click Start, click Run, type regedit, and then click OK.
    2. Locate and then click the following registry subkey:
      HKEY_CURRENT_USER\Software\Microsoft\Office\x.0\Outlook\Preferences
      (The x.0 placeholder represents your version of Office (16.0 = Office 2016, Office 2019 or Office 365, 15.0 = Office 2013, 14.0 = Office 2010, 12.0 = Office 2007)
    3. On the Edit menu, point to New, and then click DWORD Value.
    4. Type DelegateSentItemsStyle, and then press Enter.
    5. Right-click DelegateSentItemsStyle, and then click Modify.
    6. In the Value data box, type 1, and then click OK.
    7. Exit Registry Editor and restart your Outlook.


    Similarly, to switch the destination for deleted items:

    1. Click Start, click Run, type regedit, and then click OK.
    2. Locate and then click the following registry subkey:
      HKEY_CURRENT_USER\Software\Microsoft\Office\x.0\Outlook\Options\General
      (The x.0 placeholder represents your version of Office (16.0 = Office 2016, Office 2019 or Office 365, 15.0 = Office 2013, 14.0 = Office 2010, 12.0 = Office 2007)
    3. On the Edit menu, point to New, and then click DWORD Value.
    4. Type DelegateWastebasketStyle, and then press Enter.
    5. Right-click DelegateSentItemsStyle, and then click Modify.
      8 = Stores deleted items in your folder.
      4 = Stores deleted items in the mailbox owner's folder.
    6. Exit Registry Editor and restart your Outlook.


    Note that the above methods requires the Outlook client to use the cache mode.



    Reference Links:

    Items that are deleted from a shared mailbox go to the wrong folder in Outlook.

    Messages sent from a shared mailbox aren't saved to the Sent Items folder of the shared mailbox in Outlook.

    https://docs.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-user-mailboxes/automatically-save-sent-items-in-delegator-s-mailbox


    Regards, 

    Aidan Wang


    Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact tnsf@microsoft.com.



    Monday, November 18, 2019 9:46 AM