Outlook 2010 - Shared mailbox copies sent items into inbox

Good afternoon, I have a customer which recently requested a shared mailbox addition for group emails within his team (all accounts are Exchange). The shared mailbox is duplicating sent items in the inbox of the shared account. The default account
functions normally with sent items only residing in the sent items folder.
All the settings appear normal on the cliet side, what am I missing?
Thanks in advance,
Mack

Hi Mack,
Does this issue occur on all the users who add the shared mailbox or just several users?
If this issue only occur on one user, please recreate Outlook profile to have a try.
You also can use OWA to help you check on the issue:
<1> Grant one user with full access permission on the shared mailbox.
<2> Login with OWA, and use the shared mailbox to send one email, then check if the sent item email will be copied to the inbox.
Thanks,
Evan

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Outlook 2010 Shared Mailbox Outbox Send Immediately Issue

Hello,
So we have a weird problem tat we have being trying to diagnose for a while and I think that I have finally got to the bottom of the problem, just now need to find a solution.
We have a shared email email account. This is set up as shared mailbox in exchange (2010) with Full Control and Send On behalf of privileges given to three users. Each of these users has added this shared mailbox
as a second account to their outlook (2010) profile.
The Problem we have appears to be two fold. For some reason emails are not sent immediately for this account even though this is value of the setting in outlook. This puts an email in the shared mailbox outbox. We then have a race condition where by the
first user of the shared mailbox whose outlook client does a send an receive first becomes the user who sent the email on behalf of the shared inbox rather than the user that hit sent. This has caused mild confusion for the recipients as signatures of the
email does not match what outlook is displaying.
So, firstly is this expected behaviour for shared accounts, that the outbox is shared so this race condition will always exists?Secondly, any idea why on this second mailbox attached to outlook emails are not always sent immediately? In fact this appears
to be a bigger problem, email not getting sent until people hit send and receive has just happened to someone else. What can I do to diagnose this issue?
Cheers
Rich

Hi,
Based on the description above, the issue is that when you send an email message from a shared mailbox, the sent email message remains in your Outbox until you manually perform a Send/Receive operation.
As far as I know, this problem occurs when both the following conditions are true:
Your Outlook profile is configured in online mode (not cached Exchange mode).
You have the DelegateSentItemsStyle registry value set to
1.
If you are using Online Mode, please switch to Cached Exchange Mode to check the result, if the issue doesn't occur then, please note there is no resolution to this problem other than to either switch your profile to cached Exchange mode or set the DelegateSentItemsStyle
registry value to zero (0). Additionally, if your mailbox is located on Microsoft Exchange Server 2010 (or later), the Exchange administrator can configure similar behavior on the server.
Important
Follow the steps in this section carefully. Serious problems might occur if you modify the registry incorrectly. Before you modify it,
back up the registry for restoration in
case problems occur.
To change the value of DelegateSentItemsStyle to 0 in the registry, follow these steps:
Exit Outlook.
Start Registry Editor.
In Windows 8 and Windows 8.1
Swipe in from the right to open the charms, tap or click Search, and then type
regedit.exe in the search box. Or, type regedit.exe at the Start screen, and then tap or click
regedit in the search results.
In Windows Vista and Windows 7
Click Start, type regedit in the Start Search box, and then press Enter. If you are prompted for an administrator password or for confirmation, type the password, or click
Allow.
In Windows XP
Click Start, click Run, type regedit, and then click
OK.
Locate and then select the following registry key:
HKEY_CURRENT_USER\Software\Microsoft\Office\<var>x</var>.0\Outlook\Preferences
Note In this key path, the placeholder <var>x</var>.0represents
15.0 for Outlook 2013, 14.0 for Outlook 2010,
12.0 for Outlook 2007, and 11.0 for Outlook 2003.
Select the DelegateSentItemsStyle value.
On the Edit menu, click Modify.
Type 0, and then click OK.
Exit Registry Editor.
Start Outlook.
More details about the issue can be found in this kb below:
Email remains in the Outbox when you use the DelegateSentItemsStyle registry value
Regards,
Melon Chen
TechNet Community Support
It's recommended to download and install
Configuration Analyzer Tool (OffCAT), which is developed by Microsoft Support teams. Once the tool is installed, you can run it at any time to scan for hundreds of known issues in Office
programs. Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact
[email protected].

Outlook 2010 shared mailbox in cache mode not updating Inbox automatically

I have a user who has XP on his desktop, running Outlook 2010, connecting to a Exchange 2010 w/SP2. I recently added a shared mailbox for him to monitor. I did it the old way by adding additional mailbox to his client (outlook 2010) pc.. I understand
now that in 2010 SP1 or greater that you can simply do this from the exchange server by granting full access permissions. Either way, the user sees the mailbox and gets email in the shared mailbox ONLY when he clicks on the inbox and
clicks on Update Folder. For some reason it is not auto updating new email. His personal account works fine, meaning when a new email is received it comes in and you see new mail. The account is in cache mode and I've looked at other shared
mailboxs that are working fine and the settings look the same? I'm not sure why this shared mailbox is not updating?
William McConnell

I can see this is an old thread but I have a relevant question.
This workaround does indeed work but what else is possible to do? The cashed mode is more or less necessary when working with large shared mailboxes.
Niklas

Outlook 2010 shared mailbox marked as read/unread issue

Hi Outlook Pro's,
We've got a weird issue on a shared e-mail account in exchange. 2 users accessing the shared account currently experience this issue whereas another one works fine and we're trying to determine the source of the problem.
When browsing the shared e-mail account's inbox, and opening an e-mail, the e-mail isn't marked as read in the inbox. This is a problem as other users viewing the same e-mail account can't see whether the e-mail is being serviced.
However, if we categorize the e-mail, it is marked as read/unread instantly. Or if we switch to the users personal inbox and back again it changes the read/unread status.
User services has tried the following:-
1. Changed Reading Pane options for when the mail item is marked as read.
2. Enabled the reading pane addon for Outlook.
3. Repairing the OST (clearing the exchange cache)
3. Switching the effected user to another computer, it's almost like the problem follows their profile.
The e-mail account is shared between 5 users, only 2 of which are experiencing this problem.
Is there anything else we can try on the user end?
What should we investigate in Exchange?

Analysed first according to your description.
1. Changed Reading Pane options for when the mail item is marked as read. - no option problem
2. Enabled the reading pane addon for Outlook. - What's add-ins in your site?
3. Repairing the OST (clearing the exchange cache) - Not the problem for data file itself
4. Switching the effected user to another computer, it's almost like the problem follows their profile. - Not the problem related the shared mailbox
5. The e-mail account is shared between 5 users, only 2 of which are experiencing this problem - conflict with the result of Point 4, it looks the local profile still be the doubt..
At this point, please try to run Outlook.exe with safe mode on those two problematic computers and avoid any add-ins interrupt. You may also use the switch command-line /cleanviews to check the result as well.
On other hand, please double confirm if the problematic computers' connection status vs. none-issue machines'. Using the cable connection with the same network speed? RPC/MAPI or RPC over http? etc... Any difference might be the cause.
Tony Chen
TechNet Community Support

Outlook 2010 Shared mailbox

Hello,
It is my companies' policy that users are not allowed to share a network login so in order for more that one person to get a department email(with a department inbox) they are curently sharing a mailbox for that department. The problem is when they
are logged in to their Outlook profile and they try to send an email from that inbox is appears to the reciepient as being from the user and not the department email. I have instructed the users on using the "from" field when creating a new
email but I was wondering if there was a way to automate this. (while stil logged into their profile) I know you can change the default account but that is not preferable because they would still have to change the "from" field every time they wanted
to send from their own profile. I experimented with using a seperate profile but it seems cumbersome to close Outlook and reopen it to use a seperate profile. Is there something I have missed?
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I have found my answer. Moderator please close this thread. Thank you.

Outlook 2010 - Two Mailboxes - How to force "From" value to match the mailbox you are replying from

Hi there,
The scenario:
Exchange 2010 and Outlook 2010
Two mailboxes - the users personal mailbox and a shared mailbox.
Is there a way to configure Outlook 2010 so that if the user replies to an email that has been sent to the shared mailbox, the reply will automatically be sent from the shared-mailbox address and conversely
if the user replies to an email that has been sent to their personal address, the reply back will automatically be set to send from their personal address.
At the moment I have enabled the "From" field but this is not ideal as it is easy to forget to change the address if you are busy. Also, they seem to think this was possible in Outlook 2003 so I would be surprised if this was a deliberately
dropped feature from Outlook 2010.
Many thanks for your time,
Tony

This is by design
when you want to reply from shared mailbox you can use OWA
Open owa login with your credentials
https://mail.domain.com/
in the url above suffix the shared mailbox email address this will show you the OWA view of Shared mailbox
it will look like https://mail.domain.com/[email protected]
Anil Kumar (MCITP)

IPhone 4S Outlook 2010 shared Calendar problem

Hello all,
There problem to see in Outlook 2010 shared calendar in iPhone 4S. In iPhone 4S there is seen owner calendar of added Exchange Server account, but I need to see other one person shared calendar which is impossible to see. I see in iPhone 4S two calendars as added, but when I open calendar I see entries only for one account.
Where is problem and how to solve it?
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Best Regards,
Girts

I had the same problem where I could open a shared calendar in OWA but it would not work in Outlook 2010. When I clicked on the shared folder I got the error message 'outlook cannot open this folder'. The problem ended up being that the person
whose calendar was being shared was hidden on the exchange server ('hide from exchange address lists' had been selected). To resolve the issue we had to unhide the user, update the OAB on the server and then update the OAB on the desktop. We could then share
the calendar, accept the share and then hide the user again.
Sounds like I have the same issue too. Where do I go to do all the resolve part? Where do I unhide the user? I am guessing OAB means offline address book.
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Paul

Exchange - Outlook 2010 - Additional mailboxes are re-added

Hello,
i am having the problem that some additional mailboxes are re-added to my outlook-profile.
I did have full-mailbox-access in the past, but this is a few months ago.
I tried this :
http://www.interworks.com/blogs/ijahanshahi/2012/05/18/outlook-2010-additional-mailbox-will-not-close
but after a new login, the mailboxes are re-added again.
I can not open these mailboxes, because i don`t have access to them.
These mailboxes are not shown in the account-settings-tab in Outlook.
Anybody with a solution for this?
Thx

Hi ,
1.Through dsa.msc Just take the object path of the mailbox which is auto mapping to your mailbox.
2.Login in to your domain controller and open a tool called ADSIEDIT through run prompt.
3.Then connect the default naming context (domain name) through ADSIEDIT tool and then expand it.
4.Then you can see the structure as same as OU. From there you can able to find the account which is adding automatically to your account by referring the object path which was taken from the step 1.
5.Just go to the properties of the mailbox and then look for the attribute msExchDelegateListLink
.On that attribute you will find the list of values which is having automapping access
to that mailbox.On that you should have to delete the value which belongs to you mailbox.
Thanks & Regards S.Nithyanandham

Office 365/Outlook 2013 Shared Mailbox Sent Items Problem

I've only been able to find an answer for this problem for Outlook 2010, and that doesn't work for 2013.
I'm trying to make the sent items for a shared mailbox save to the sent items of that mailbox, not my mailbox. I got the deleted items to finally work, I just need to get the sent items to work now.
I've read about this key:
HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Options\Conversations
But I don't have the conversations folder, should I make it?
I've also seen this:
HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Preferences\DelegateSentItemsStyle
But that doesn't seem to work with Office 2013.
Any ideas?
Thanks

We have the same problem with a client. We are using Office 365 with Outlook 2013 on a RDS Windows Server 2012 R2. I can't find the HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences
folder in the registry. HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\ is as far as it gets.
Even when we sent from the Office 365 online mailbox and fill in the from address, the sent mail is stored in the sent items folder from the user instead of the shared mailbox.
I've searched everywhere for a solution, but I haven't found one yet.
Regards,
Steve
If a key does not exist, you need to add it - Outlook doesn't create keys it's not using. :)
Diane Poremsky [MVP - Outlook]
Outlook & Exchange Solutions Center
Outlook Tips
Subscribe to Exchange Messaging Outlook weekly newsletter

Outlook searching shared mailbox

I am very confused with this issue with the different answers on all the forums
Is it possible to search for items in a shared Exchange mailbox when starting in the primary email address.
If so, what are the requirements to get this working?
I have read a lot about .ost/.pst files being required (a shared mailbox does not add these locally by default).
I know that I can log into OWA and then successfully search for items but that makes no economic sense if I'm using Outlook.
Is there a simple work around to achieve searching the shared mailbox.
Regards,
Martin Kozma
Martin Kozma, Kozma Technology

Hi,
I recommend you use "open additional mailboxes" function to achieve your requirement.
The following articles for your reference:
For outlook 2003:
Open additional Exchange mailboxes
For outlook 2007/2010:
Adding Additional Mailboxes
For outlook 2013:
Add an Additional Mailbox in Outlook 2013
Hope this helps!
Thanks.
Niko Cheng
TechNet Community Support

Site mailbox no sent items or draft folder

I have created a site mailbox on one of my SharePoint sites and added my self into SharePoint site owner group. The site mailbox is showing up in my outlook (2013) but no sent items or draft items folder? I have also checked OWA and no sent items or
draft items folder aswell?

Have you tried to delete a message from the Inbox by clicking the Delete in the toolbar? or have you created a Draft by trying to compose a new email?

How to use Search Folders in Outlook for shared mailboxes

Hello
We use Otlook 2010/2013 with MS Exchange 2010. In outlook there is "Serarch folder" with subfolders Large e-mail, Unreaded mails.... User can create own subfolders with rules.
Users have attahet to outlook shared mailboxex for example Import, Export....
For these mailboxes you cannot use "Search Folders" - outlook can use it only for your personal mailbox.
To use "Serach folders" for shared mailbox I have to create new e-mail profile in Windows. User has to run outlook using these new profile "import". Now he is directly connected with shared mailbox.
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Is it posible to do it? Or use some third-party
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Thank you for help
Tomasz
Kind Regards Tomasz

Hi,
I suggest we ask this question on Outlook forum:
http://social.technet.microsoft.com/Forums/office/en-US/home?forum=outlook
Regards,
Simon Wu
TechNet Community Support

Re-sent Sent Email In Outlook 2010 Showing as Being Sent to the Previous Recipient

When re-sending a previously sent item from within Outlook 2010, after a few seconds, the newly re-sent email is showing as being sent to the last recipient who the email is sent to. For example;
I send an email to [email protected] I then want to send the email to [email protected].. so I click Sent Items, double click the email I have just sent, on the Message tab in the Move group, I click Actions and then click Resend This Message.
I remove the original recipient and add the new recipient and click Send.
I check my sent items a few seconds later and the newly sent email ([email protected]) is showing as being sent to [email protected] However, the re-sent email has actually be sent to the correct recipient.
I would appreciate any advice on this.

Hi,
I assume this issue is related to the corrupted nickname cache. Does this issue occur with certain recipients? If so, I suggest you remove the nickname cache entries of these recipients:
Open a new email message.
Type the first few characters of the nickname cache entry that you want to remove from the cache.
When the entry appears in the list of suggested names, move your mouse pointer over the name until it becomes highlighted, but do not click the name.
When the “X” icon appears next to the highlighted name, click X to remove the name from the list.
If this happens to all recipients, we can consider to reset the whole Outlook nickname cache for Outlook 2010:
Open Outlook 2010.
On the File tab, click Options.
Click the Mail tab.
Under Send Messages, click Empty Auto-Complete List.
Click Yes.
I hope the information is helpful to you.
Regards,
Melon Chen
TechNet Community Support
It's recommended to download and install
Configuration Analyzer Tool (OffCAT), which is developed by Microsoft Support teams. Once the tool is installed, you can run it at any time to scan for hundreds of known issues in Office
programs.

Outlook 2010 autoarchive does not delete items from server

I have read similar Qs & As, but I don't think they apply to my circumstances.
I use Outlook 2010 with Windows 7 32 bit for a GMAIL IMAP account.
My email pst file is 7GB in size and I think this is affecting performance. I'd like to auto-archive all emails more than 15 months old to a separate pst file, and to do this every 14 days. I've set up
1) file/clean-up/archive all folders according to their auto-archive settings/OK
2) Options/advanced/auto-archive
run every 14 days
delete expired items
archive or delete old items
move old items to c:\... my archive folder.
The auto-archive fires up automatically at the right time (I've been testing using a 1 day interval), but despite all this, it still doesn't delete emails from the IMAP (Gmail) folders, and I have emails going back to 2010.
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What are your gmail settings? Gmail will archive messages that Outlook deletes from the server unless you change the setting and tell gmail to delete them. (It's under Forwarding and POP on the settings page at gmail.com.)
You can configure gmail to only provide the most recent 1,000, 2000, 5,000 or 10,000 messages - leaving the older messages archived in the gmail mailbox.
Do you have the Gmail \ All Mail folder subscribed? That duplicates all of your mail - unsubscribe it to reduce the file size.
Diane Poremsky [MVP - Outlook]
Outlook & Exchange Solutions Center
Outlook Tips
Subscribe to Exchange Messaging Outlook weekly newsletter

Privacy Settings and Outlook 2013 shared mailbox

We just switched to Outlook 2013. There is one vendor who had been sending emails with the sensitivy setting set to "Private" to a shared mailbox. It worked fine until the switch to Outlook. She may also be setting some permssions,
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Now this setting, or another setting, seems to be blocking the emails from coming through. They do come to my personal email, but not this shared mailbox.
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Hello,
Please try to add the following registry key and then restart Outlook to check the issue again:
Note: Serious problems might occur if you modify the registry incorrectly. For added protection,
back up the registrybefore you modify it.
Registry data to index shared mailboxes:
Key: HKLM\software\policies\Microsoft\windows\windows search
DWORD: EnableIndexingDelegateMailboxes
Value: 1
Please let me know the result.
Regards,
Steve Fan
TechNet Community Support

Outlook 2010 - Shared mailbox copies sent items into inbox

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