Mystery of the sent item!
There are many scenarios and business requirements that are addressed by the use of the Send As, Send on Behalf of and Full Mailbox Access capabilities. These permissions can be easily assigned using the Exchange Management Console or the Exchange Management Shell. The particular permissions of interest for this blog post are the Send As and the Send on Behalf of permissions. Once these permissions are assigned, every e-mail that is sent using either one of these permissions is saved in the Sent Items folder of the sender, by default. The ability to change this behavior using a registry key, the DelegateSentItemsStyle is discussed in KB953804 for Outlook 2003 and KB972148 for Outlook 2007. When the DelegateSentItemsStyle registry key value is set to ‘1’, the behavior changes and the items are now saved in the Sent Items folder of the mailbox that the permissions were assigned for. As an example if User 1 has Send As permissions on User 2’s mailbox, whenever User 1 send as e-mail as User 2, the item is saved in the Sent Items folder of User 2, instead of User 1’s Sent Items Folder. One of the requirements for this registry key to work correctly is to run Outlook in cached mode. If you run Outlook in Online Mode, the results are inconsistent.
We are introducing a major change with Exchange Server 2010 SP2 RU4. To explain the change, let me first set the stage with an example. The user “Delegate” has been assigned Full Mailbox Access and Send As permissions to the user “Manager” mailbox. This is accomplished using the below powershell cmdlets.
Add-ADPermission -identity Manager -User Delegate -ExtendedRights "Send As”
Add-MailboxPermission Manager -User Delegate -AccessRights FullAccess -InheritanceType all
With Exchange Server 2010 SP2 RU3 and lower, whenever Delegate would use Send As permissions and send an e-mail to any user, the item would show up in the Sent Items Folder of Delegate. With Exchange Server 2010 SP2 RU4, this behavior changes. We can now make a copy of the e-mail in the Sent Items folder of the Manager Mailbox. To achieve this functionality we are introducing 2 new powershell cmdlets;
Get-MailboxSentItemsConfiguration
Set-MailboxSentItemsConfiguration
A sample default output of the Get-MailboxSentItemsConfiguration is below. This has been executed against the Manager mailbox
[PS] C:\Windows\system32>Get-MailboxSentItemsConfiguration Manager
RunspaceId : 38eb470d-f92d-4381-afa0-5bb7b8741e02
SendAsItemsCopiedTo : Sender
SendOnBehalfOfItemsCopiedTo : Sender
Identity :
IsValid : True
Note, the values for SendAsItemsCopiedTo and SendOnBehalfOfItemsCopiedTo. Both attributes have the default value of Sender. The attributes can be configured with any one of two possible values; Sender (Default) or SenderAndFrom
Let me quickly explain what each of these values mean
- Sender (Default) – This value is the default and will imply that all e-mails sent using Send As or Send on Behalf of permissions are saved only in the Sent Items folder of the Sender (in our case, Delegate user)
- SenderAndFrom – This value implies that e-mails sent using Send As or Send on Behalf of permissions are saved in the Sent Items folder of the Sender and the mailbox on which the permissions are assigned (in our case, both Delegate user and Manager user)
Now, I will use the Set-MailboxSentItemsConfiguration and set the Manager Mailbox SendAsItemsCopiedTo attribute value to SenderAndFrom
[PS] C:\Windows\system32>Set-MailboxSentItemsConfiguration Manager -SendAsItemsCopiedTo SenderAndFrom
[PS] C:\Windows\system32>Get-MailboxSentItemsConfiguration Manager
RunspaceId : 38eb470d-f92d-4381-afa0-5bb7b8741e02
SendAsItemsCopiedTo : SenderAndFrom
SendOnBehalfOfItemsCopiedTo : Sender
Identity :
IsValid : True
Once this change is made, all e-mails that Delegate user sends using Send As permissions on the Manager user will show up in the Sent Items folder of both, Manager and Delegate. An important point to note is that we no longer require the DelegateSentItemsStyle registry key to be present or set with a value. We also do not require that Outlook be configured to be running in Cached Mode. This change allows Outlook to be running in Online Mode to achieve the required functionality.
We are also introducing this as a self-service option for end users! Users will have the ability to use Outlook Web App (OWA) to set the values as well! Below is a screenshot of the Options in OWA.
IMPORTANT : For this to work, we require that all Client Access Server roles in the Site where the users Mailboxes are created be updated to Exchange Server 2010 SP2 RU4. We also require that all Mailbox Servers that host the mailboxes that require this functionality be updated to Exchange Server 2010 SP2 RU4
I hope that you find the information above useful!
Comments
Anonymous
January 01, 2003
@a-c: I am working on trying to get Outlook 2003 setup for testing (sigh.. it has been a long time since I even looked at OL 2003 :)) I will keep you posted on what I find. But, if it helps any; I have tested this with cached mode on OL 2007 and OL 2010, it works as we expect. You do not need the delegatesentitemsstyle registry key to be present and the items are populated in the "manager" mailbox in my example...Anonymous
January 01, 2003
GarW: I do not think that this is available for O365 yet, but I am checking and if anything changes I will be sure to post.Anonymous
January 01, 2003
@Gijs: There is no planned date at this time for the From option to work as expected, which is to make a copy of the e-mail ONLY in the shared mailbox sent items folder. We strongly recommend that customers do NOT use this setting at this time. You should only use the SenderAndFrom settingAnonymous
January 01, 2003
@Pavan: I will be posting updates as they are available @a-c: I will investigate this as well, but do you have the delegatesentitemsstyle registry key present on the machine that you are testing on, if yes... can you try and remove that key, test again and report back? Thanks!Anonymous
January 01, 2003
@STP: Exactly what is not working and can you provide the output of the get-mailboxsentitemsconfiguration? Also, if your user mailbox and the shared mailbox are in different AD Sites there is a reported issue that this does not work. We are investigating and I will update the post once we have more detailsAnonymous
January 01, 2003
Can this also be used for the deleted items? There is the "DelegateWasteBasketStyle" registry option. But that doesn't work with an online mailbox.Anonymous
January 01, 2003
@Alberto Diaz: Essentially this setting will take effect only when the user's mailbox has been provided Full Mailbox Access or Send-As permissions to another user. I will investigate if it is possible to disable changing this setting in OWA and post backAnonymous
January 01, 2003
Great feature, my users have been asking for this for a long time! I can finally make them happy! Thank you. Anyway, I had a strange problem: I set "Sender and From" in both "SendAsItemsCopiedTo" and "SendOnBehalfOfItemsCopiedTo" settings for a given mailbox, and it worked for a delegate, while not for another. After some investigations, I figured out that the delegate which was ok had Outlook in online mode, the one which was not working had Outlook in cached mode. Switching to online mode solved the problem and the sent message was placed in both "Sent Items" folders as expected. As a countercheck, I switched back to cached mode and the problem reappeared. We are still using Outlook 2003 (with latest SP and updates). Exchange version is 2010 SP2 RU4. Is this a bug, or a behavior "by design", or a specific issue with Outlook 2003? Or what else? A.Anonymous
January 01, 2003
Thank you, this is a very welcome and nice feature.Anonymous
January 01, 2003
How long we need to wait for Get-MailboxSentItemsConfiguration in Exchange 2013? - It's really a missing feature for our customers!Anonymous
January 01, 2003
@sachinshah55: no, the registry key is not present. Thank you in advance for your efforts investigating this.Anonymous
January 01, 2003
I have updated the blog post with information that the fix for cross site mailboxes is available. Please open a case with Microsoft and request the fix.Anonymous
January 01, 2003
@Rajkumar. Sorry for the late reply but....THANKS !!Anonymous
January 01, 2003
@starman: There are plans to port this feature over the Exchange 2013, we do not have an ETA at this time.Anonymous
January 01, 2003
I'm having exactly the same issue as harrie where a Distribution Group has "SendOnBehalf" permission on a delegated mailbox and the individual members are al set to "SenderAndFrom" the mail will NOT be placed in the Sent Items of the delegated mailbox. This is for shared mailboxes in my case Only when I give the individual members "SendOnBehalf" permission, does it work.Anonymous
January 01, 2003
camlost: You are correct, this requires that the permission be already assigned, it works for both, send as and send on behalf, as you will see in my output of get-mailboxsentitemsconfiguration, you can set it for both. HTHAnonymous
January 01, 2003
No, this does not work for deleted items. The fix is only for Sent ItemsAnonymous
January 01, 2003
@Lannar: This setting is put in place for possible use in the future. At this time, we do not have any details to share around how we may implement this in a future release.Anonymous
January 01, 2003
@Teck: I will check with the OWA team and let you know in localization of the screen for other languages and when it will be available and post backAnonymous
September 13, 2012
If I understand it, it is necessary to assign the sender the Send As permission and full mailbox access. On the other hand, this allows users to send messages anonymously - recipient will not be able to recognize who sent message to him. Or is this feature available even in case of Send On Behalf, i.e in case of delegate access? (This would be MUCH better for us. ;-))Anonymous
September 13, 2012
Is this functionality available in Office365?Anonymous
September 16, 2012
i have tried installing SP2 RU4 , but still the issue exists STPAnonymous
September 27, 2012
I was absolutely able to reproduce the issue with mailbox and shared mailbox in different AD sites. Please update.Anonymous
October 09, 2012
Hi, Is there any way to disable the "Sent Items" option in OWA? In our organization, we don't use Outlook and don't want the final user to be able to change this setting. Thanks in advance and regardsAnonymous
October 16, 2012
Is there a planned date for fixing the From-Only option? This would really make me a very happy person!Anonymous
October 18, 2012
I noticed that the "Sent Items" option in OWA does not seem to be localized (we are running a german environment). I double-checked to make sure that I installed the german version of the roll-up, which I did. :) Still, the "Sent Items" screen in the ECP appears in english.Anonymous
November 18, 2012
I have been playing with Exchange 2013 RTM in my lab, and this long awaited feature is not there. It is not in the OWA interface and there is no powershell cmdlet called Get-MailboxSentItemsConfiguration either. Do you have any info regarding that ?Anonymous
November 26, 2012
Is it possible to set this option for a database or the server, to always use this option. Now it seems you have to do this for every existing and new mailbox.Anonymous
November 30, 2012
Is it possible to make this work for a delegated Distribution Group as well? Whe a Dsitribution Group has "SendOnBehalf" permission on a delegated mailbox and the individual members are al set to "SenderAndFrom" the mail will NOT be placed in the Sent Items of the delegated mailbox. Only when I give the individual members "SendOnBehalf" permission, this option works fine. Will the be a workarround for this behaviour?Anonymous
December 19, 2012
The comment has been removedAnonymous
January 15, 2013
Hi Sachin, Is there any option that I can track and find all the emails that are sent from a shared mailbox using the Send As permission. We have one shared mailbox called "customers" and around 50 users are having send as permissions for that. All users have to reply back using this shared mailbox to all their customers. All users are sending emails 24*7 in 3 shifts...so the manager wants to calculate the sent count using this shared mailbox as "send as" of each users per shift basis for one day and this needs to be emailed automaticallyAnonymous
January 15, 2013
@Patry You can set this option for all the mailbox in databases are server using the below option Get-Mailbox -ResultSize Unlimited -Database "Database Name"| Set-MailboxSentItemsConfiguration -SendAsItemsCopiedTo SenderAndFrom Get-Mailbox -ResultSize Unlimited -Server "Server Name"| Set-MailboxSentItemsConfiguration -SendAsItemsCopiedTo SenderAndFromAnonymous
February 13, 2013
Just like Harrie, I'd love to know if there will be a DelegateWasteBasketStyle feature added as well. With outlook 2013 coming out, I'm cranking out our group policy settings and would like to not have to push those possibly not supported registry settings.Anonymous
February 25, 2013
If you are looking for the method that supports online mode, test CentralUniSent utility at www.ivasoft.com/centralunisent2010.shtml www.ivasoft.com/centralunisent2007.shtml www.ivasoft.com/centralunisent.shtmlAnonymous
April 09, 2013
Can you elaborate as to why the 'From' setting is not supported? Clearly something got missed here since the value exists but is not implemented. When can we expect an update to resolve this? Currently we have no way of having an item sent by a delegate go ONLY in the shared mailbox's sent items if they are using outlook 2010.Anonymous
October 07, 2013
Hi, you have the Exchange 2013 Rocks as subtitle, so assume you can explain a rocky way to get DelegateSentItemsStyle work again in Exchange 2013 CU2. And yes, I've noticed the command has been removed, but obviously a required function for anyone using Exchange as a group mailbox. And no, the Exchange 2013 shared mailboxes does not give the same result, neither does it support active sync from windows phones as being without password. Further the default sender as active mailbox selected does not work, neither does it remember last From addresses in Outlook 2013. All in all a real showstopper for upgrade from Exchange 2010. Please tell me you have a workaround that rocks, and hopefully not the manual registry setting of all clients. thanks OysteinAnonymous
November 01, 2013
The comment has been removedAnonymous
November 01, 2013
The comment has been removedAnonymous
December 04, 2013
I tried to set this up and thought it was working correctly (sent items should be in both sender and from boxes). It now appears that outbound messages are only going to the sender's "Outbox", not even their "Sent Items". I have confirmed the emails are actually still being sent. Ideas?Anonymous
December 04, 2013
It appears that my problem was related to the "DelegateSentItemsStyle" regisry setting. It was set to "1". Please disregard my previous post. Thanks.Anonymous
July 24, 2014
"sachinshah55 20 Nov 2012 7:16 PM
I have updated the blog post with information that the fix for cross site mailboxes is available. Please open a case with Microsoft and request the fix."
Do you know whether this fix has been published?Anonymous
October 20, 2014
Is there any way to make these changes in Exchange 2013?Anonymous
January 14, 2015
Is there any way to disable Set-Mailbox SentItemsConfiguration MailBox -SendAsItemsCopiedTo From ?Anonymous
January 22, 2015
When do you plan to add this feature in Exchange 2013 ? ThxAnonymous
May 05, 2015
Did Exchange 2010 ever fix the issue where "SendAsItemsCopiedTo from" puts a copy of the email in both mailboxes' sent items?Anonymous
January 14, 2016
Thank you so much for this, it was driving me mad a some users don't have Outlook in Cached mode and as you stated it was erratic to say the least. The fact that I no longer have to amend each user's Outlook is a real plus. You're a star!