New Outlook - Deleted items from Shared Mailbox go to delegate's Deleted Items

Question

I'm curious if there's a setting in New Outlook for keeping deleted items in the Deleted Items folder of a Shared Mailbox.

Previously in Outlook, you could--via registry or GPO--make it so items deleted from a Shared Mailbox (or other mailbox for which you have Delegate access) go to that mailbox's Deleted Items folder rather than your own.

This setting only worked if you were running in Cached Exchange mode, which New Outlook does not have (as it's basically OWA). I have tested this registry key on a machine with New Outlook and can confirm it doesn't work.

Is there another way of doing this? I know there's a PowerShell command to have Sent Items get copied to the Shared Mailbox's Sent Items folder, and was wondering if there was something similar for Deleted Items.

Answer 1

Hi,

In Exchange Online, there currently is not a direct PowerShell command or mail flow rule that automatically saves emails to a shared mailbox folder when a user completes a deletion operation. Mail flow rules are primarily used for managing the behavior of emails during routing and transmission, not for actions completed by users, such as deletions. If your goal is to ensure emails are backed up before deletion, consider setting up a retention policy. By establishing a retention policy,  you can ensure that even if users delete emails, these emails can still be recovered from the “Recovered Items” folder for a certain period. This is not a direct copy to a shared mailbox but can prevent permanent loss of emails.

Answer 2

Agree with Cecilia, you should consider setting up a retention policy, As deleted emails are retained in the "Recovered Items" folder as per the period set, allowing for potential recovery if needed. This is good way to safeguard against data loss and aligns with best practices for data retention and recovery.

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