Exchange Server Share

July 15, 2009

Shared Mailbox added in outlook profile but, where will Sent Item be saved?

There is a common query across everywhere, when we add a shared mailbox in outlook profile and sending a mail from that account (using Send-As or Send On Behalf of) by specifying it in From field, mail item will be saved into ‘Sent Item’ of primary mailbox instead of ‘Sent Item’ folder of shared mailbox as per normal behaviour of Outlook.

Something like when I opened ‘Support’ mailbox in my outlook profile as an additional mailbox and sending mail from ‘Support’ mailbox by specifying it into From field. It will be saved into ‘Sent Item’ of Amit Tank’s mailbox and not in Sent Item of ‘Support’ mailbox.!!

So how do we configure it to be saved into Sent Item of Shared mailbox by default? So far we had to use some third-party utility like IvaSoft Unisent but now Microsoft has given an easy solution for it.

Solution:

Outlook 2007: Microsoft has released an Outlook 2007 hotfix package dated June 30, 2009 to resolve certain issues and this issue is addressed in that list.

So Install this hotfix package and add a registry key to make it enable.

1. Hotfix: Description of the Outlook 2007 hotfix package (Outlook.msp): June 30, 2009

2. Set below registry key as per KB972148 to enable this functionality.

[HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences]
"DelegateSentItemsStyle"=dword:00000001

Voila! Now all mails, sent from shared mailbox account, are being saved into ‘Sent Item’ of shared mailbox.

Update:

Outlook 2003: Similar hotfix KB953803 requires to be installed for Outlook 2003 and add the registry key mentioned in KB953804 to enable this functionality.

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22 Comments

  1. Cool! I knew about this behavior but was not aware there is now a supported method to change it.

    Comment by Mike Crowley — July 17, 2009 @ 8:57 am

  2. Yeh Mike, this was discussed widely on many forum threads and tried to provide some workarounds… :)

    Easy method is available now and it proves that Microsoft is listening community voice..!

    Comment by Amit Tank — July 17, 2009 @ 9:22 am

  3. Hi Amit,

    Great post i appreciate you have save my lots of working man hours in same.

    Amit i m totally agree with you “Microsoft is listening community voice..!”

    Thanks alot for your great help.

    Comment by Sudhanshu — July 17, 2009 @ 3:44 pm

  4. Its doesnt work in cached mode.

    Comment by kkvkkv — July 17, 2009 @ 4:23 pm

    • @kkvkkv: The screenshots displayed in article took using cache mode profile.

      Did you try recreating outlook profile? Check if it works by that way…

      Comment by Amit Tank — July 17, 2009 @ 5:19 pm

      • sorry:)
        not cached mode

        Comment by kkvkkv — July 17, 2009 @ 5:56 pm

  5. Great idea, thanks for this tip!

    Comment by Umsonst Film Downloaden — July 19, 2009 @ 8:57 pm

  6. @kkvkkv: Yeh, I see that mails are being sent in non-cache (online) mode but then stuck in Outbox and doesn’t move to Sent Items of Shared Mailbox. Are you seeing same behavior?

    Comment by Amit Tank — July 22, 2009 @ 1:55 pm

    • Yes, i’m facing the same behavior. But when i’m hit F9 the send mail goes out the outbox and move to the sent item of the shared mailbox.
      Mmhh, @amit, have you already find a solution

      Comment by John — August 17, 2009 @ 5:08 pm

  7. For the Outlook 2003 fix, it creates a bug after the hotfix is applied. Mail that a read receipt is requested doesn’t even go to the sent items anymore after the hotfix is applied. We are using Outlook 2003 SP3 in cached mode.

    Comment by EMasse — July 24, 2009 @ 6:26 pm

    • Hi,

      We have the same problem as Emasse. There is a way out of that issue? We are thinking of reverting that settings.

      Thank you.

      Bogdan

      Comment by Bogdan Manole — August 18, 2009 @ 2:36 pm

  8. [...] [...]

    Pingback by EXCH - Outlook Einstellung - MCSEboard.de MCSE Forum — September 5, 2009 @ 7:55 pm

  9. WARNING !
    OUTLOOK 2003
    After you have installed this hotfix you will find (as we did to our cost) that messages marked with Sensitivity (Private Confidential Personal) do not get stored in any sent items folder

    Comment by James — September 11, 2009 @ 5:35 pm

  10. There exist several commercial alternatives like IvaSoft UniSent, IvaSoft CentralUniSent and Lucatec Mask.
    These utilities provide some advantages in compare with Microsoft hotfix.

    Comment by Victor — November 8, 2009 @ 2:03 pm

  11. nice hot fix worked great

    Comment by jack — January 1, 2010 @ 1:02 pm

  12. Problem: we have several THOUSAND of these shared mailboxes. We moved from Lotus Notes, where the “store in the mailbox it was sent from” behavior has always been standard, and everyone wants this functionality. We don’t have the support team to go altering registry keys on 3000 desktops. Isn’t there a fix that can be applied to the mailboxes, rather than individual desktops? Lotus Notes has had this functionality for at least 15 years!

    Comment by Jenn — January 5, 2010 @ 10:40 pm

    • This problem still stays actual to Outlook 2010 =( any solutions for this?

      Comment by Andrey G. — June 8, 2010 @ 8:37 pm

  13. 2 Jenn: You can Use Group Policy to distribute Hofix on all desktops and to create registy key.
    P.S.: I have jusy 10 desktops but i did it this way =)

    Comment by Andrey G. — June 8, 2010 @ 8:31 pm

  14. Sorry to disturb you all ..

    theres a solution for outlook 2003 and 2007 …

    but what about outlook 2002 ?

    I run every user emailbox in TSE envrionment under windows 2003 server and .. i have something like 200users, how could I fix that problem for each and every of my user ??

    remember they are running outlook 2002 on the TSE .. it doesnt seem to have a “fix known”
    anyone could help ?

    P.S sorry for my english .. its not my first language

    Comment by gh0stid — July 14, 2010 @ 9:09 pm


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