when sending an email from a shared mailbox, the sent email does not show in the sent items of this mailbox but instead it shows in the sent of the person who sent it

Question

why does an exchange shared mailbox sent message not show in the mailbox sent item? Instead it shows in the sent item folder of the person who sent it from the shared mailbox

Answer 1

Dear A Lokat - Exchange,

Good day! Thank you for posting to Microsoft Community. We are happy to help you.

Based on your description, I understand that you have a query "when sending an email from a shared mailbox, the sent email does not show in the sent items of this mailbox but instead it shows in the sent of the person who sent it".

Basically, this is the default behavior of Microsoft Exchange when sending emails from a shared mailbox. When a user sends an email from a shared mailbox, the email is saved in the Sent Items folder of the user's mailbox, not the shared mailbox's Sent Items folder. This is because the user is the one who actually sent the email, even though it was sent on behalf of the shared mailbox; The shared mailboxes don't require a license and can't be added to Outlook as an independent mailbox. You can't sign into a shared mailbox. Instead, you sign in to your own mailbox, and then you open the shared mailbox. See the Messages sent from a shared mailbox aren't saved to the Sent Items folder - Exchange | Microsoft Learn.

However, there are two ways to change this behavior; You can enable or disable this option using the Microsoft 365 Admin Center as admin:

• Sign in to the Microsoft 365 Admin Center.
• Navigate to Teams and Groups > Shared mailboxes.
• Select the shared mailbox you want to configure.
• Locate the Sent Items section in the mailbox settings and click Edit.
• There are two options available here: Copy items sent as this mailbox Copy items sent on behalf of this mailbox.
• Enable the options you want and save the changes.

Moreover, you can use PowerShell to set the "MessageCopyForSentAsEnabled" parameter to "True" for the shared mailbox. This will cause all emails sent from the shared mailbox to be saved in the Sent Items folder of the shared mailbox as well as the user's Sent Items folder. Please refer to Automatically save sent items in delegator's mailbox in Exchange Online | Microsoft Learn.

Please note that this change will only affect emails sent after the parameter is set. Emails sent before the change will still only be saved in the user's Sent Items folder.

Thank you for your cooperation and understanding.