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shared mailbox: IMAP or Delegation? RRS feed

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     Hi: We currently have a couple of Exchange 2013 mailboxes that are shared by multiple users using delegation. The mailboxes function as intended for sharing incoming email, e.g. multiple users can all access the “inbox” of the delegated mailbox using Outlook 2013, and reply to incoming messages using the shared mailbox name.

    The issue is that when a user “replies” to an email in this shared mailbox, they are replying from their default user account, and the copy of the reply ends up in their personal “sent items” box, NOT the sent items for the shared account. This creates an issue for managers, because they can’t see which person responded to the email, and they can’t see the response (unless they were CC’d on the reply). The managers would prefer to have all the shared mailbox replies appear in a common location for auditing.

    The functionality they’re looking for seems akin to an IMAP mailbox, (configured to store “sent” items on the server). Is there any way to replicate the desired behavior in Outlook automatically, or would users have to create a separate IMAP account in Outlook to connect to the shared mailbox? 

    Or is there a different solution to aggregate/audit all the inbound and outbound mail for a shared mailbox?

    • Edited by ebmudder Thursday, March 30, 2017 7:57 PM
    Thursday, March 30, 2017 7:32 PM

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    Give the users SendAs permission on the shared mailbox and enable MessageCopyForSentAsEnabled and MessageCopyForSendOnBehalfEnabled on the shared mailbox.

    When users then go in Outlook, choose to send on behalf of the shared mailbox, the sent item will be placed in both the users sent items and the shared mailbox send items

    • Marked as answer by ebmudder Friday, March 31, 2017 2:23 PM
    Thursday, March 30, 2017 10:07 PM

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    Give the users SendAs permission on the shared mailbox and enable MessageCopyForSentAsEnabled and MessageCopyForSendOnBehalfEnabled on the shared mailbox.

    When users then go in Outlook, choose to send on behalf of the shared mailbox, the sent item will be placed in both the users sent items and the shared mailbox send items

    • Marked as answer by ebmudder Friday, March 31, 2017 2:23 PM
    Thursday, March 30, 2017 10:07 PM
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    Hi,

    When you send a message from the shared mailbox, the sent message goes into your own Sent Items folder. By default, sent messages are stored in your own mailbox, not the shared mailbox.

    To enable it for emails Sent As the shared mailbox, set the enable flag to true and run the cmdlet:
    set-mailbox mailbox-name -MessageCopyForSentAsEnabled $True

    If the email was Sent On Behalf of the shared mailbox, use the following command:
    set-mailbox mailbox-name -MessageCopyForSendOnBehalfEnabled $True

    Best Regards,
    David Wang
    TechNet Community Support


    Please remember to mark the replies as answers if they helped.
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    • Proposed as answer by David Wang_ Sunday, April 2, 2017 6:46 AM
    Friday, March 31, 2017 3:08 AM
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    Thank you both for the quick reply!
    Friday, March 31, 2017 2:23 PM
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    If my reply is helpful to you, please also mark it as answers so that someone who has similar issue could find the detailed solution as soon as possible.
    Thanks for your collaboration and understanding.

    Best Regards,
    David Wang
    TechNet Community Support


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

    Sunday, April 2, 2017 6:48 AM