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Save Sent Items in Shared Mailbox Sent Items folder

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› Exchange Server › Save Sent Items in Shared Mailbox Sent Items folder

Last reviewed on April 15, 2021     44 Comments

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:

  1. Login into Office 365 Admin portal
  2. Expand Groups and select Shared mailboxes
  3. Double click on the shared mailbox you want to change
    shared mailbox settings dialog
  4. Click Edit under Sent items
  5. Change the settings then Save and close the dialog.
    enable sent items options

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

More Information

Messages sent by using the "Send As" and "Send on behalf" permissions are only copied to the Sent Items folder of the sender in an Exchange Server 2010 environment

Save Sent Items in Shared Mailbox Sent Items folder was last modified: April 15th, 2021 by Diane Poremsky
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About Diane Poremsky

A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

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David (@guest_219711)
September 11, 2022 11:12 pm
#219711

I've posted on the TechNet community site about this behaviour and how it is a design flaw that this behaviour is the default behaviour and that we need to have workflows and policies in place to correct it. Just about every single mailbox, be it a shared mailbox or a delegated user mailbox, I have set up the delegate and shared mailbox users have always agreed they want this behaviour. In terms of security, privacy and integrity, it is also dangerous for an organisation to, by default, have shared mail accounts able to send emails without the primary controller or owner of the mailbox being able to see a copy of any Sent (or deleted) items, by default. Here's my post attempting to raise this and discuss it. I welcome any input or confirmation and challenges to my point.

https://techcommunity.microsoft.com/t5/microsoft-365/current-default-behaviour-for-saving-sent-items-in-delegate-and/m-p/3114579

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Diane Poremsky(@diane-poremsky)
Author
Reply to  David
September 14, 2022 10:43 am
#219718

Are you using Exchange online? Leave a suggestion here -
https://feedbackportal.microsoft.com/feedback/forum/84b411cc-50d1-ec11-a7b5-0022481f35a4

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Api (@guest_219164)
February 10, 2022 6:55 am
#219164

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

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David Jones (@guest_219132)
January 28, 2022 1:11 am
#219132

Hi Diane,

Thanks for the detailed article. Very handy.

For small business clients of mine (CSP partner here) who have a basic level of in house IT abilities, getting them to set this through the Admin Centre is great but shared mailboxes, as discussed here, are not the only place you'd make this setting...

Delegate shared mailboxes also need to have this setting changed. Seems the default behaviour for delegate shared mailboxes is for sent items to only be retained in the delegate's sent items folder and not in the sent items folder of the delegator, with the only way to fix this being through the Exchange PowerShell. It baffles me how Microsoft would make this the default behaviour but then so much they do seems to baffle on an ever increasing basis, these days! The default behaviour for regular and delegate shared mailboxes should be for copies to go into both the senders sent items as well as the sent items of whomever they are sending on behalf of.

Cheers,

David

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Simon (@guest_219070)
January 10, 2022 5:12 am
#219070

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.

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ray (@guest_219335)
Reply to  Simon
June 2, 2022 3:04 am
#219335

but i cant find this "SENT ITEM" in My O365 admin center....

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Natarajan A (@guest_218671)
August 24, 2021 11:51 pm
#218671

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

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Jarle (@guest_218192)
May 11, 2021 3:20 am
#218192

Such a great tutorial! Darling youre a absolute legend!

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Carly (@guest_215881)
September 16, 2020 9:35 pm
#215881

This worked, thanks so much!

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Rok1215 (@guest_215586)
July 12, 2020 5:54 am
#215586

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?

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Rok1215
July 13, 2020 12:10 am
#215589

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

Last edited 3 years ago by Diane Poremsky
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