Hello all,

I got a problem ; at the beginning it was just an updating problem on a shared mailbox. User had to update it manually because the mails weren't displayed automatically in the mailbox.

I resolved this problem by removing/adding the permission on the mailbox and delete/create a new Outlook profile.

Problem : User told me that mails are missing (since I did this). He gave me example of mails he still get in his Sent item, and indeed I'm able to see them in the TrackLog of Exchange but not anymore in the mailbox, which is very strange.

Does somebody has an idea ?

Please check in recovery deleted item folder. 

Folder --> Recovery deleted folder --> Check by date deleted on



Check the message tracking if the mail has been moved by rule / marked as junk / deleted.

Secondly you can run the outlook /cleanviews command on the shared mailbox to check if the mail is present in the mailbox but the view is not getting updated.

Hello, thanks for your answers.

The mails are not in the "Recover deleted items" part (if this is what you are talking about).

There are no rule, or marked as junk part. And for the outlook /cleanviews, I prefer avoid to reset to factory settings the view of this "sensitive" shared mailbox. (many, many folders).

Does a cmdlet exists to see if a mail is currently present on a shared mailbox ?

check to see if they had/have a pst file.  that doesn't get attached back to the profile when you create a new one

No pst file on the computer, it has to be something else.

No pst file on the computer, it has to be something else.

Hi

Please correct me if I am wrong:

The issue exists on a shared mailbox.
There are some emails in the sent items folder of the user, but they are missing in the sent items folder of the shared mailbox.

Depending on how he connects to this shared mailbox, it is an expected behavior.
If connected via automapping, every operation he does on the shared mailbox ends up in his own mailbox.
For example the user deletes an item on the shared mailbox, he can find it on the deleted items of his own mailbox. The same with sent items.

Could that explain your problem?

Regards
Pano

Hello Pano,

This is absolutely right !! This is exactly the problem. After having added again the permission on the mailbox, I put the AutoMapping $false and added myself the mailbox. (Before the AutoMapping was $true).

The problem is that I can't find the received mails that I saw in the user's sent items.

Hello Pano,

This is absolutely right !! This is exactly the problem. After having added again the permission on the mailbox, I put the AutoMapping $false and added myself the mailbox. (Before the AutoMapping was $true).

The problem is that I can't find the received mails that I saw in the user's sent items.

Hi,

Do you mean the mails which is sent to this shared mailbox by other users can't be found in the Inbox folder of shared mailbox?

Please open the shared mailbox in OWA and check whether the mails is saved in mailbox or not. To open shared mailbox in OWA, please do (supposing Test has full access permisison to Shared mailbox):

1. Log in Test mailbox in OWA.

2. Click Test > Open another mailbox in the top right corner.

3. Type the shared mailbox name and click Open.

Then check the mails in shared mailbox.

Regards,

The problem is that I can't find the received mails that I saw in the user's sent items.

Received mails in the user's sent items? Can you please clarify?

How exactly did you add the mailbox?

Tra to add the shared mailbox as a new account within your outlook profile: Outlook - File - Add Account

If you connect the shared mailbox this way, every operation you do on the shared mailbox will be done in the shared mailbox. So if you send an email as shared mailbox, you will find this email in the sent items of the shared mailbox. The same if you delete an item of the shared mailbox, you find the item in the deleted items of the shared mailbox.

Hope that helps.

Regards
Pano

Sorry if I wasn't clear, in fact :

The user send items with the shared mailbox, and these sent items go into his own mailbox. (of the user)

So, mails that I can't see in the shared mailbox inbox, are in the sent items of the user (probably because he replied to these mails, so I can see the former mails received in the "conversation" of mails).

Am I more clear ?

I can read mails in his sent items folder which are evidences that he indeed received mails from one address for example at this time, but the original mail received in first, is not in the shared mailbox or in the user mailbox.

Ok.

So add the shared mailbox as I suggested before, that should solve your problem.

Old emails you have to copy to the sent items of the shared mailbox, but new emails sent form the shared mailbox should go directly into sent items of the shared mailbox.

Regards
Pano

I added the mailbox with "Control Panel - Mail" etc...

It should work doesn't it ? Or should I remove the mailbox and try with your method ? (What's the difference?)

In fact, everything works fine now (but the former mails are still not found, and I don't know why), the only thing is that the user wants the mails he sent with the shared mailbox to be in his sent items and not in the shared mailbox sent items, sorry but how can I do that ?

I added the mailbox with "Control Panel - Mail" etc...

It should work doesn't it ? Or should I remove the mailbox and try with your method ? (What's the difference?)

In fact, everything works fine now (but the former mails are still not found, and I don't know why), the only thing is that the user wants the mails he sent with the shared mailbox to be in his sent items and not in the shared mailbox sent items, sorry but how can I do that ?

Hi,

What's you Exchange version? In Exchange 2010, when a user sends a message as or on behalf of another user (shared mailbox), the message is saved in that user's Sent Items folder by default.

Please run the following command to have a check:

Get-MailboxSentItemsConfiguration "shared mailbox"

We can set the SendAsItemsCopiedTo and SendOnBehalfOfItemsCopiedTo parameter to SenderAndFrom which 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):

Set-MailboxSentItemsConfiguration "Shared mailbox" -SendAsItemsCopiedTo SenderAndFrom -SendOnBehalfOfItemsCopiedTo SenderAndFrom

Regards,

I'm running Exchange 2013, these cmdlets are not available in this version.

Can you confirm that the only way to store the shared mailbox sent items directly in the sent items of the user is to add the following registry key on the client's computer ?

HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences

Value name: DelegateSentItemsStyle
Value Type: REG_DWORD
Value: 0

Is that right ?

• Edited by Azmooo Monday, April 20, 2015 9:31 AM

I'm running Exchange 2013, these cmdlets are not available in this version.

Can you confirm that the only way to store the shared mailbox sent items directly in the sent items of the user is to add the following registry key on the client's computer ?

HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences

Value name: DelegateSentItemsStyle
Value Type: REG_DWORD
Value: 0

Is that right ?

Hi,

Change the value of DelegateSentItemsStyle to 1 in the registry. If you set DelegateSentItemsStyle=0 in the registry, email messages that you send from a shared mailbox will be copied to your Sent Items folder and not the Sent Items folder of the shared mailbox.

Please note that after you set the DelegateSentItemsStyle registry value to 1, the functionality is only available when the Microsoft Exchange account is set to Use Cached Exchange Mode. The DelegateSentItemsStyle registry value will not work consistently on an Exchange account that is configured in Online mode. For more information about this, please refer to:

https://support.microsoft.com/en-us/kb/2703723

https://support.microsoft.com/en-us/kb/972148

Regards,

Yes, I want the sent items of the shared mailbox to be stored in the sent item of the user directly, so I have to put the value to 0, right ?

But I still can't find the received mails during a period on the shared mailbox, can it be a synchronization problem between Outlook client and Exchange server ? The mails disappeared after having removed the shared mailbox from the outlook client and deleted the profile (so the .ost file).

Moreover, before he had one .ost file (user and shared mailbox mixed), that is that one that I deleted, but normally all the emails should be here in "connected mode"

Now he has two .ost profile (user and shared).

Emails can't disappear like that...

It looks that the local data is inaccessible that's why you are facing the situation.

Go to http://www.ostfile.com/question/how-to-access-mailbox-from-exchange-server.html to know how to access your mailbox data instantly.

Moreover, before he had one .ost file (user and shared mailbox mixed), that is that one that I deleted, but normally all the emails should be here in "connected mode"

Now he has two .ost profile (user and shared).

Emails can't disappear like that...

Hi,

Has the issue been resolved?

Please setup the shared mailbox by using AutoMapping or Add additional mailbox in Advanced tab of Account Setting in User's Outlook.

If you add the shared mailbox with "Control Panel - Mail", there would be two Outlook accounts and two data files for the user mailbox and shared mailbox respectively. When you click the Inbox folder in shared mailbox, then create a new message and send out, the message would be saved in the sent items folder of shared mailbox account instead of the default account profile (user mailbox profile).

However, if they are using the same profile without two account settings, the shared mailbox is just an additionally mailbox for user account, the message is sent with the user account mailbox and the message would be saved in the send items folder of user mailbox. 

Therefore, please remove the account for shared mailbox and add the shared mailbox back with Additional mailbox in Outlook Advanced tab of account settings to have