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Save Sent Items in owner’s mailbox

When I sent a message on behalf of someone via Exchange, that message is placed in my Sent Items folder and not in the Sent Items folder of the second mailbox.

How can I configure this?

Support for saving Sent Items in the owner’s mailbox depend on your version of Outlook and how the additional Exchange account has been added to Outlook.

For Outlook 2003, Outlook 2007 and Outlook 2010, you’ll need to install a Hotfix or the latest updates to control the Sent Items for Delegate mailboxes via the Registry. Outlook 2013 provides support for this out of the box.

When you are connecting to Exchange 2010 SP2 RU4 or later, then you can also configure this in OWA. It then works on every computer that you use without needing to set the Registry key for Outlook.

In addition, Outlook 2010 and Outlook 2013 also allows you to add multiple Exchange accounts to support this without the need to apply a Registry change.

Hotfix for Outlook 2003, Outlook 2007 and Outlook 2010

Support for “saving a sent item in the mailbox of the owner when sending it as a delegate” was first introduced in Outlook 2003 as a post SP3 Hotfix and also been made available for Outlook 2007 in a post SP2 Hotfix. Initial support for this was broken in Outlook 2010 and then bugged before it got fixed completely in a pre SP1 Hotfix.

Download: Outlook 2003 – Hotfix KB953803
Download: Outlook 2007 – Hotfix KB970944
Download: Outlook 2010 – Hotfix KB2547227

Note: The above hotfix might not be required when you already have a later rollup update or Service Pack installed.

DelegateSentItemsStyle Registry key

Once you have installed that Hotfix (or a later rollup update or Service Pack), you’ll have to add the DelegateSentItemsStyle value in your Registry;

Key location for Outlook 2013:
HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences
Key location for Outlook 2010:
HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Preferences
Key location for Outlook 2007:
HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences
Key location for Outlook 2003:
HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Outlook\Preferences

Value name: DelegateSentItemsStyle
Value Type: REG_DWORD
Value: 1

When the value is set to 0 or the value name is missing, the Sent Items will be stored in your own Sent Items folder.

Note 1: Make sure you have added the additional mailbox to your mail profile and that you have at least Reviewer permissions on the mailbox level and Author permissions on the Sent Items folder. See this guide on how to do that.

Note 2: If you also want the Deleted Items to stay in the mailbox of the delegate, see this post.

Multiple Exchange account support in Outlook 2010 and Outlook 2013

Add Exchange mailbox buttonFor Outlook 2010 and Outlook 2013, you can also add the additional mailboxes as an additional Exchange account for this to work. However, this requires you to have full mailbox access rights for the additional mailbox (this has to be set by your Exchange administrator).

You can then select it as a sending account and will be sending the message “as” that mailbox instead of “on behalf of” that mailbox.

This method also has additional benefits such as auto account selection, getting new mail alerts for this mailbox, being able to set message rules and to turn the OOF (Automatic Replies) option on and off.

For the exact procedure to add a mailbox as an additional Exchange account see:
Adding an additional or shared mailbox from the same Exchange organization to Outlook

By default Outlook 2010 and Outlook 2013 allows up to 10 Exchange accounts in a single profile but this can be extended.

Exchange 2010 Sent Items Options

When you are connecting to an Exchange server running Exchange 2010 SP2 RU4 or later (click here to find out) but not Exchange 2013, then you can set the behavior for where Sent Items when sending with “Sent As” or “Send on behalf of” permissions should be stored via Outlook Web App. This will also affect Outlook’s behavior.

  1. Click on the Options button in the top right corner.
  2. Choose: See All Options…
  3. Choose: Settings
  4. Select the “Sent Items” tab.
  5. Set your Sent Items options for where to store emails which you sent with the “Sent As” or “Sent on behalf of“ permissions. You can choose between:
    • From Mailbox
    • Sender and From mailboxes
    • Sender Mailbox

You can set where Sent Items when sending as a delegate should be stored in OWA (click on image to see the full options dialog).
You can set where Sent Items when sending as a delegate should be stored in OWA (click on image to see the full options dialog).

Add-ins

For previous versions of Outlook, there is no native solution. However, there are various add-in solutions that you can use which offer that functionality such as Lucatec MASK and UniSent. Additional tools can be found here as well.