How to Save the Delegate's "Send As" messages to the Delegator's "Send items" folder automatically (Microsoft 365).
This guide contains instructions on how to store e-mail messages sent by an assistant (Delegate) in the "Send Items" folder of the mailbox owner (Delegator), in Microsoft 365 (aka "Office 365").
Delegation permissions on an Office 365 mailbox allow users other than the mailbox owner to read, manage, and send messages as, or send messages on behalf of the mailbox owner. (Related Article)
But, by default, when assigning "Send As" or "Send on behalf" permissions to a user's mailbox to others users in Office 365, all the emails sent by these users are saved only in their "Send items" folder and not in the owner's mailbox.
For example, suppose that John, who is the manager of the company, has given Helen, who is his assistant, rights to manage his mailbox and to be able to send emails as him or on his behalf. But, when Helen sends an email as "John", the email is stored in her own "Sent items" folder and not in John's "Sent items" folder.
To prevent this from happening and to save the assistant's "Send As" messages in the "Send Items" folder of the manager's mailbox, follow one of the methods below.
How to configure a mailbox to store the "Send as" messages from an assistant in "Send items" folder of the mailbox owner.
Method 1. Setup Mailbox to save "Send as" or "Send on behalf" messages in Owner's Mailbox via PowerShell.
In my opinion, the easiest and most efficient method to store the "Send As" or "Send On Behalf" emails in the owner's mailbox is through PowerShell. To do this:
1. Connect to Exchange online via PowerShell using your Office 365 admin credentials.
2. Then, according for which type of messages you want the owner to get a copy in their 'Sent Items' folder, issue on of the following commands:
A. To get a copy for "Send As" messages, use the command below:
- Set-Mailbox Owner's_email_address -MessageCopyForSentAsEnabled $true
For example, If you want John, who is the owner of the mailbox "john@example.com", to receive a copy of any "Send as" message sent by Helen (his assistant) to his Sent Items folder, enter this command:
- Set-Mailbox john@example.com -MessageCopyForSentAsEnabled $true
Info: If you change your decision in the feature and want to disable this, issue this command:
- Set-Mailbox Owner's_email_address -MessageCopyForSentAsEnabled $false
B. To get a copy for the "Send on behalf" messages, issue this command:
- Set-Mailbox Owner's_email_address -MessageCopyForSendOnBehalfEnabled $true
* For example, If you want John, who is the owner of the mailbox "john@example.com", to receive a copy of any messages "Send on his behalf" by Helen (his assistant) to his Sent Items folder, enter this command:
- Set-Mailbox john@example.com -MessageCopyForSendOnBehalfEnabled $true
Info: If you change your decision in the feature and want to disable this, issue this command:
- Set-Mailbox john@example.com -MessageCopyForSendOnBehalfEnabled $false
Method 2. Force Microsoft Outlook to Save "Send As" messages on Owner's "Sent items" mailbox through Registry
The second method to copy "Send As" messages to owner's (Delegator) mailbox is by modifying the registry in assistant's (Delegate) computer, as follows:
1. Close Outlook.
2. Open Registry Editor and navigate to this path:
- HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Preferences
3a. Right-click on an empty space on the right pane and select NEW > DWORD 32-bit Value.
3b. Then rename the new value to "DelegateSentItemsStyle".
4a. Now open the DelegateSentItemsStyle value
4b. Type "1" in Value Data and click OK.
5. Close Registry Editor and open Outlook. From now on, any mail sent as "Send As" by the assistant will be copied on the "Sent items" folder of the mailbox owner.
Method 3. Add Owner's Mailbox in Assistant's Outlook app.
The final method to save the "Send As" messages sent by the assistant to owner's "Sent items" folder, is to add the owner's email account to assistant's Microsoft Outlook. To do this follow the steps below:
Step 1. Remove Owner's Mailbox Automapping in Outlook.
Since any mailbox that has Delegation permissions to other users is automatically mapped in Outlook, proceed and disable the owner's (manager) Mailbox Automapping* in assistant's Outlook app.
- Related article: Unable to Remove Shared Mailbox from Outlook. (Solved)
1. 1. Connect to Exchange online via PowerShell using your Office 365 admin credentials.
2. Issue the below command to remove the assistant's full access permissions on the owner's mailbox and then press "y" (YES) when asked to confirm your decision:*
- Remove-MailboxPermission -Identity OwnerMailboxName -User AssistantUserName -AccessRights FullAccess
* Where:
- OwnerMailboxName: is the name or email address of the owner's/manager's mailbox.
- AssistantUserName: is the name or email address of the assistant who has rights on the owner's mailbox.
For example: If you want to remove the permissions of the user "helen@example.com" on her manager's mailbox "john@example.com", issue the following command:
- Remove-MailboxPermission -Identity john@example.com -User helen@example.com -AccessRights FullAccess
3. Then reassign to the assistant the full access permissions on the owner's mailbox but with automapping disabled, with this command:*
- Add-MailboxPermission -Identity OwnerMailboxName -User AssistantUserName -AccessRights FullAccess -AutoMapping $false
* Where:
- OwnerMailboxName: is the name or email address of the owner's mailbox.
- AssistantUserName: is the name or email address of the assistant who will have full access rights on the owner's mailbox, with Outlook automapping disabled.
For example: If you want to give permissions to the user "helen@example.com" on her manager's mailbox "john@example.com" but with automapping disabled , issue the following command:
Add-MailboxPermission -Identity john@example.com -User helen@example.com -AccessRights FullAccess -AutoMapping $false
4. After running the above command you should receive a similar screen bellow:
5. Disconnect from Exchange Online and continue to next step.
Step 2. Add Owner's Email Account in Outlook.
1. Restart Outlook on the assistant's computer and verify that the owner's mailbox is no longer automatically mapped (has been removed from Outlook's folders pane).*
* Note: For this to happen, you may need to wait a while or restart the computer.
2. After you verify that the owner's (manager's) mailbox no longer appears in Microsoft Outlook, open the Account Settings and add owner's email address as an additional account in Outlook.
3. Restart Outlook and you're done! From now on, when the assistant chooses to send an email using the owner's mailbox, the email will be automatically stored in "Sent items" folder of the owner's mailbox.
That's it! Which method worked for you?
Let me know if this guide has helped you by leaving your comment about your experience. Please like and share this guide to help others.
