Shared mailbox sent items showing up in different shared mailbox sent items

Question

Colleague is having an issue with their shared mailbox.
We found that over the weekend, the Sent Items folder in Shared Mailbox A is showing Sent Items from Shared Mailbox B. How is this possible? What possible fixes can we do?

I assign shared mailbox access to my colleagues through Active Directory Administrative Center.

Answer 1

Hi @CalG

Welcome to our forum!

Here are some possible reasons and fixes for this issue:

Possible Reasons:

1. Incorrect Configuration: The shared mailboxes might not be configured correctly, causing sent items to be saved in the wrong folder.
2. Permissions Issue: There might be a permissions issue where the sent items are not being saved in the correct mailbox due to incorrect permissions settings.
3. Outlook Settings: The settings in Outlook might be causing the sent items to be saved in the wrong folder.

Possible Fixes:

1. Check Mailbox Configuration: Ensure that the shared mailboxes are configured correctly. You can use Exchange PowerShell to check and configure the settings. For example, you can use the following cmdlets to ensure that sent items are saved in the correct folder:

      
      Set-Mailbox <mailbox name> -MessageCopyForSentAsEnabled $True
      Set-Mailbox <mailbox name> -MessageCopyForSendOnBehalfEnabled $True
   

2. Verify Permissions: Make sure that the permissions for the shared mailboxes are set correctly. You can do this through the Active Directory Administrative Center or using Exchange PowerShell.
3. Outlook Settings: Check the settings in Outlook to ensure that sent items are being saved in the correct folder. You can follow the steps in this Microsoft Learn article for more details on how to configure these settings

If the issue persists, you might want to check the audit logs to see if there are any anomalies or errors that could be causing this issue. You can use the audit log search tool in the Microsoft Purview compliance portal to do this.

Hope it helps! 

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