How to stop emails from shared mailbox saving in users sent items

Question

When sending from a shared mailbox, the email now saves in the users sent items as well as the shared mailboxes sent items. Is there a way to stop them from saving in the users sent as well? Office 365 exchange.

Answer 1

Hi @Sam Hughes ,

To my knowledge, unfortunately this is not possible. Emails sent from the users mailbox will be saved in the sent items folder even if sends as the shared mailbox.

Only thing which can be controlled is whether to save the copy of the sent item to that shared mailbox. This can be done using Office365 portal or powershell.

• Login into Office 365 Admin portal
• Expand Groups and select Shared mailboxes
• Double click on the shared mailbox you want to change
• Click Edit at the right of the Sent items row
• Change the settings then Save and close the dialog.

Powershell
Set-Mailbox SHAREDMAILBOX -MessageCopyForSendOnBehalfEnabled $true -MessageCopyForSentAsEnabled $true

https://outlook.uservoice.com/forums/322590-outlook-for-windows-desktop-application/suggestions/19063819-do-not-save-sent-items-in-delegate-s-mailbox-when

If the above suggestion helps, please click on "Accept Answer" and upvote it. Thanks for understanding.

Answer 2

@Sam Hughes if you are using outlook, you can do this disabling the "Copy items sent as this mailbox" using Office365 portal, and enbling the register below:

[HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Preferences]
"DelegateSentItemsStyle"=dword:00000001

Change the outlook version as you need.

Answer 3

Hello,
You can do this by grantting user "full access" with powershell and add the shared mailbox maually.
First , you remove user's access right (full access and OR "Send As" access right) from Exchange Online admin center
Second, grant user "full access" right via powershell:
Add-MailboxPermission -Identity <MailboxIdentity> -User <UserIdentity> -AccessRights FullAccess -AutoMapping $false

Then,,readd this sharedmailbox manually.

PS: we have a hybrid exchange environment.

Answer 4

Thank you - I have understood that the default is to save in users, and you can modify to save in shared too. But not just the shared. I will look at the rules to see if I can set a delete or move from there maybe. Thanks for answers.

Answer 5

Hi @Sam Hughes ,

try to use this Power Automate flow : UniSent.