Monday, March 07, 2011

Outlook 2010 Shared Mailbox Sent Items

My customer had a common problem that was once solved in Outlook 2007.

By default, when a user has full access to a shared mailbox and permission to send as the shared mailbox sends a message from their default profile with the shared mailbox in the from field, the message is placed in the sent items in the user's mailbox.

With Outlook 2007 SP2 (not sure if this dates back to SP1 or RTM, but I know it works in SP2) a registry value could be set to change this behavior and place the sent message in the sent items of the shared mailbox. HKCU\Software\Microsoft\Office\12.0\Outlook\Preferences\DelegateSentItemsStyle DWORD:1

I tried this with Outlook 2010, replacing the 12.0 with 14.0 in the registry key, but it did not solve the problem. When researching the issue, a forum reply indicated the Hotfix KB2459115, http://support.microsoft.com/kb/2459115, but after reading the detailed description of the hotfix, I didn't think it would fix the issue, as no where in the description of the hotfix was this problem documented.

After seemingly running out of possible solutions, I turned to the Exchange Microsoft Certified Master distribution list where someone replied indicating that KB 2459115 would fix the issue. This being the second source citing that hotfix, I figured it was worth putting in the lab. My control test worked as expected, both messages sent in the user's profile one from the user, and one from the shared mailbox ended up in the user's mailbox sent items. After applying the KB2459115 hotfix, and adding the registry setting DelegateSentItemsStyle with a DWORD value of 1 to HKCU\Software\Microsoft\Office\14.0\Outlook\Preferences\ sending in the user's profile from the shared mailbox resulted in the message ending up in the sent items of the shared mailbox.

Problem solved! Well, mostly. As this setting is not publicly documented by Microsoft as a feature of Outlook 2010 it isn't likely a supported feature. Hopefully Microsoft will come out with an official technet or support article on this feature.

15 comments:

Marc said...

The hotfix mentioned will be included in Office 2010 SP1.

Anonymous said...

Hey Joseph!

Thank You. It works in my case too! (Windows 7, Outlook 2010).

Curiously enough on my second pc (same configuration) I did'nt need to change my regedit...

Joachim, Berlin, Germany

Eric Odell said...

Email that you send on behalf of someone is not saved in their Sent Items folder
Symptoms
Consider the following scenario. You use Outlook 2010 and are a delegate for your manager. Even though the DelegateSentItemsStyle registry value is set to 1, an email message that you send on behalf of your manager is saved in your Sent Items folder.
Key: HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Preferences
Name: DelegateSentItemsStyle
Type: DWORD
Value: 1
In earlier versions of Outlook, the same registry value forces the email message to be saved in the Sent Items folder of the person on whose behalf the message was sent.
Cause
This DelegateSentItemsStyle registry value was not implemented in the RTM release version of Outlook 2010.
Resolution
To resolve this problem, install the hotfix that is described in the following Microsoft Knowledge Base article:
2459115 Description of the Outlook 2010 hotfix package (outlook-x-none.msp): December 14, 2010
Important After you install the December hotfix package for Outlook 2010 and set the DelegateSentItemsStyle registry value to 1, the functionality is available only when the Exchange account is set to Use Cached Exchange Mode. The DelegateSentItemsStyle registry value does not affect an Exchange account that is configured in Online mode. For more information about enabling Use Cached Exchange Mode, see the following article in the Microsoft Knowledge Base:
http://office.microsoft.com/en-us/outlook-help/turn-on-or-off-cached-exchange-mode-HP010355560.aspx
More Information
The following articles describe this feature in earlier versions of Outlook.
959628 Description of the Outlook 2003 hotfix package (Outlook.msp): December 16, 2008
http://support.microsoft.com/default.aspx?scid=kb;EN-US;959628
972148 When you send an e-mail message from a shared mailbox in Outlook 2007, the sent message is not saved in the Sent Items folder of the shared mailbox
http://support.microsoft.com/default.aspx?scid=kb;EN-US;972148

Pasted from

Mork said...

hi..

it's work with exchange 2010 sp1 too ?

Thanks

Joseph Martin Durnal said...

Mork - yes, it works with Exchange 2010 SP1

Mork said...

yeah..you are right.
it's works.
but now i have one more question : qwaht is the difference if i add with autodiscover function shared mailbox into outlook 2010 ( and i have problemens with send item, trash folder etc etc ) or if i hadd the account in outlook in this way :

file
account setting
here i add the name, the address of the shared mailbox without password???
Thanks !!

Jose Sam said...

I had this problem but was able to reslove it after installing MS office 2010 SP1 and also by changing the the registry setting given in the post above.

Thanks you .

Jose Sam Ireland

Anonymous said...

The hotfix mentioned doesn't work with Outlook that runs in online mode ("Use Cached Exchange Mode" parameter is unticked in the properties of Exchange account).

Microsoft Outlook Help said...

Yes..... its really works .
thanks for sharing it

Anonymous said...

Thank you for the share. It answered all my questions. And I had the same exact speculations about the hotfix as you did.

Thank you

John Cornish said...

A very nice post indeed... Thankyou for sharing it...
Microsoft Outlook Help

mph35 said...

Having escalated this issue (running in online mode in Exchange 2010) through a MS Technical Account Manager the outcome is that this is due to be fixed in SP2 RU4 which is expected to be released end of August.

Sachin Shah said...

Check this http://blogs.technet.com/b/sachinshah/archive/2012/08/29/mystery-of-the-sent-item.aspx

Anonymous said...

Hi. Just tried this as written but with no joy. Does the second account need adding as a separate Exchange account or should it just work being opened as an additional mailbox?

Thanks
Neil

DIEGO said...

If you create an exchange transport rule, you don't have to worry about any of this.