The problem: You have a shared mailbox in your profile and Send as permission on the mailbox. 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 and the DelegateSentItemsStyle registry value is used if you want to store the messages in the shared mailbox Sent Items folder.
If your mailbox is located on Exchange Server 2010, or on Exchange 2013 CU9 or newer (including Office 365 Exchange Online), the Exchange administrator can configure Exchange to save sent items in the shared mailbox automatically. The benefit: you don't need to add DelegateSentItemsStyle to the registry on every computer that uses shared mailboxes, it just works.
Beginning with Exchange 2013 CU9, when a message is sent from a shared mailbox, the sent message can be stored in the sent folder in the shared mailbox without adding DelegateSentItemsStyle to the registry.
Yes, it's been a long time coming, but finally, all shared mailboxes will retain a copy of emails sent from the mailbox. This setting can be enabled or disabled in the Office admin portal or using PowerShell.
Office 365
To enable or disable it in the Office 365 admin portal:
- Login into Office 365 Admin portal
- Expand Groups and select Shared mailboxes
- Double click on the shared mailbox you want to change
- Click Edit under Sent items
- Change the settings then Save and close the dialog.
Cmdlet for Exchange 2013 CU9 and Office 365
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
To enable it on all shared mailboxes, use this cmdlet:
Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq 'SharedMailbox')} | set-mailbox -MessageCopyForSentAsEnabled $True
If the email was Sent On Behalf of the shared mailbox, use
set-mailbox mailbox-name -MessageCopyForSendOnBehalfEnabled $True
To disable it for emails Sent As the shared mailbox, use this cmdlet:
set-mailbox mailbox-name -MessageCopyForSentAsEnabled $False
If the email was Sent On Behalf of the shared mailbox, use
set-mailbox mailbox-name -MessageCopyForSendOnBehalfEnabled $False
You can only use use these parameter on shared mailboxes. If you have Send as permissions on a user's mailbox, you need to use the DelegateSentItemsStyle registry key.
If DelegateSentItemsStyle was added to the registry, delete it as it will prevent the server-side feature from working correctly. Look for it at HKEY_CURRENT_USER\Software\Microsoft\Office\xx.0\Outlook\Preferences or use the registry file for your version of Outlook:
Delete DelegateSentItemsStyle Outlook 2016
Delete DelegateSentItemsStyle Outlook 2013
Delete DelegateSentItemsStyle Outlook 2010
Exchange Server 2010
Update Rollup 4 for Exchange Server 2010 Service Pack 2 introduces the Exchange PowerShell cmdlet, Set-MailboxSentItemsConfiguration , giving the administrator the ability to configure which Sent Items folder a message is copied to. Because this new feature is handled by the Exchange server, Outlook can be configured for Online or Cached Exchange Mode.
However, the Exchange server feature only works if the Outlook DelegateSentItemsStyle registry value is disabled.
To save sent items in the sender's Sent Items folder, use this cmdlet:
Set-MailboxSentItemsConfiguration alias -SendAsItemsCopiedTo Sender -SendOnBehalfOfItemsCopiedTo Sender
To save sent items in the Sent Items folder of both the sender and the shared mailbox, use this cmdlet:
Set-MailboxSentItemsConfiguration alias -SendAsItemsCopiedTo SenderAndFrom -SendOnBehalfOfItemsCopiedTo SenderAndFrom
Hi Diane
Could you please provide me the macro to insert in outlook to save sent emails from shared mailbox to sent folder from shared mailbox ?
Thank you very much
Thanks! Making the change through the Microsoft 365 Admin Center was the easiest solution in our case.
Note: These steps must be performed in the Microsoft 365 Admin Center, not the Exchange Admin Center. The option to manage where sent items are stored does not appear to be exposed in the latter location. This is what was catching us out as we thought we had looked everywhere for this setting; it turns out we were just looking in the wrong place.
HI Diane,
After migrated from On-premise exchange server to O365, only one mailbox sent items is duplicating if user sent as email from a shared mailbox. Checked all the settings SendAsItemsCopiedTo is false.
I changed "Set-ItemProperty -Path HKCU:\SOFTWARE\Microsoft\Office\16.0\Outlook\Preferences -Name DelegateSentItemsStyle -Value 0" in my PC and tested, it created one sent item in a shared mailbox and another one in my mailbox.
From other shared mailbox sent item stayed in my mailbox.
Could you let help to fix this problem.
Thank you
Natarajan
Such a great tutorial! Darling youre a absolute legend!
This worked, thanks so much!
Hello,
I used the following command:
Set-MailboxSentItemsConfiguration alias -SendAsItemsCopiedTo SenderAndFrom -SendOnBehalfOfItemsCopiedTo SenderAndFrom
But it is now causing issues with sending mails to external email addresses, how do I revert this command? How do I disable it?
it definitely should not be affecting messages sent to external addresses - it only copies the sent messages to both the sender and the shared mailbox's sent folders.
You'd use Sender to revert back to the default behavior.
Set-MailboxSentItemsConfiguration alias -SendAsItemsCopiedTo Sender -SendOnBehalfOfItemsCopiedTo Sender
Hi,
this is not working in my environment, I have hybrid setup where the shared mailbox is in on premise server and the user in an o365.
but the permissions are not working.
Did you find a solution? I have the same environment.
It didn't help....
same here, doesn't work...
The powershell method on the exchange account creates a copy - the sent item should be in both accounts sent folders. The older reg key method should not be used if Exchange is properly configured.