Encrypted e-mail to a shared mailbox

Hi,
We have four users who share a mailbox, and need to be able to receive encrypted e-mail. Each of them has a certificate that is published to the global address list. Does anyone know how to set things up so that others can send encrypted e-mail to the shared
mailbox such that only one of the four authorized users can read it? Please let me know if I can clarify - I appreciate your help.
Thanks.

If you just want user A to read the encrypted email, use user A's certs to encrypt the message.
Regards,
Flynn

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Email stuck in outbox if sending mail from a shared mailbox

Hi,
Some user mailboxes have recently been migrated from Exchange 2003 to Exchange 2010. Shared mailboxes are located on Exchange 2003 still for the time being.
Some users have send as permissions to a shared mailbox. In Outlook the users are logged in as themselves and using the from field send an email from the shared mailbox.
The email is sent and delivered to its recipient.
The email is however stuck in the outbox of the users mailbox.
I have tried recreating the Outlook profile, windows profile and using a different PC, but the mails still get stuck in the outbox.
If outlook is changed to use cached mode then the emails are delivered. We don't want customers using cached mode though.
If I migrate the shared mailbox to Exchange 2003 I still have the problem.
If I migrate the users mailbox to Exchange 2003 then the problem goes away.
On the Laptop I am testing this on it is Windows 7, Office 2003. I have also tested on another computer with Windows 7 and Outlook 2007. Outlook safe mode doesn;t help or turning off windows firewall.
Has anyone experienced a similar issue?
Regards
Matt

Hi,
Based on your description, I found this kb below:
http://support.microsoft.com/kb/2703723/en-us
This problem occurs when all 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.
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).
Note 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.
Important
This section, method, or task contains steps that tell you how to modify the registry. However, serious problems might occur if you modify the registry incorrectly. Therefore, make sure that you follow these steps carefully. For added protection, back up the
registry before you modify it. Then, you can restore the registry if a problem occurs. For more information about how to back up and restore the registry,
http://windows.microsoft.com/en-US/windows7/Back-up-the-registry
1.Exit Outlook.
2.Start Registry Editor.
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.
3.Locate and then select the following registry key:
HKEY_CURRENT_USER\Software\Microsoft\Office\x.0\Outlook\Preferences
（Note In this key path, the placeholder x.0represents 15.0 for Outlook 2013, 14.0 for Outlook 2010, 12.0 for Outlook 2007, and
11.0 for Outlook 2003.）
4.Select the DelegateSentItemsStyle value.
5.On the Edit menu, click Modify.
6.Type 0, and then click OK.
7.Exit Registry Editor.
8.Start Outlook.
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.

Users are unable to view private mails of shared mailbox

We are facing one issue here with shared mailbox ( helpdesk and servicedesk) . users are not able to view mails which marked as private to helpdesk ID
Symptom:- users having full access to shared mailboxes are unable to view private mails received in shared mailbox.
Product: Outlook 2010 SP2/ Outlook 2013

Did you try the article I suggested?
Essentially, the "owner" of the mailbox needs to grant "show all items, including Private, to my delegates".
I think MSFT introduced this change (to honour the Private flags) in OL2010, and earlier versions did not respect the Private flags.
(some customers want private to be properly private. other customers, don't want private to be private, if you know what I mean ;)
Don
(Please take a moment to "Vote as Helpful" and/or "Mark as Answer", where applicable.
This helps the community, keeps the forums tidy, and recognises useful contributions. Thanks!)

Sent items from a shared mailbox are not saved with the shared mailbox

I'm experiencing an issue regarding the sent items from a shared mailbox.
The users would like the items Sent on Behalf of a shared mailbox to be saved within this shared mailbox.
At this moment, the Sent Items are saved in the users own mailbox.
We have a single Microsoft Exchange Server 2010 (Version 14.3 Build 123.4) and Users connecting the Exchange Server are using Microsoft Outlook 2007 (12.0.6680.5000) SP3 MSO.
The user is granted full access permissions on the shared mailbox, and also has "Send on Behalf" permissions on the mailbox. The mailbox is setup as an "online" mailbox, so it doesn't use cached mode.
I tried the following solutions mentioned in the various KB's and technet articles:
Configuring the "DelegateSentItemsStyle" registry setting for this user (using a GPO)
Configured the "Get-MailboxSentItemsConfiguration" cmdlet for this user
Logged on to OWA and changed the "Sent Items" settings to save the sent items in both mailboxes
None of these settings worked, not combined and neither seperately.
Is there anyone who can help me resolving this issues?
Thanks in advance,
Roy Schottmans

I am using a shared mailbox (with a disabled account) where I get sent items and also deleted items placed in the right folders.
I think it’s just a matter of how you configure Outlook. It works well for me in both Outlook 2010 and Outlook 2013, cached mode and also online mode. You can add a shared mailbox to your Outlook profile in at least two ways where one of them doesn’t work
but the other does.
If you add the shared mailbox via the File tab/Account settings/New/ and just enter the e-mail address of the shared mailbox in the Auto Account Setup page. No name, no password, just the e-mail address and click Next and voila “Your e-mail account is successfully
configured”. After restarting Outlook you will find the shared mailbox below your own in the left pane.
If you click the inbox ones in the shared mailbox and then open a new mail you will see the shared mailbox display name in the From field. After sending the mail you will see the mail in the Sent Items folder of the shared mailbox. If you delete a mail in
the shared mailbox you will see it in Deleted items folder of the shared mailbox.
The prerequisits for this is that you have “full access” and “send as” rights of the shared mailbox.
This was accomplished without using the Set-MailboxSentItemsConfiguration command.
We are running Exchange 2010 SP3 RU4.
Jonas Borelius

Email body automatically changes inside a shared mailbox.

Hi There,
We have exchange 2010 environment sp3 Ru6. We have some users accessing a Shared mailbox via outlook and sometimes a few of them face the issue of the email body of an email getting replaced with another email in the same mailbox (both emails then have same
images in their body). for example. if there is a mail from one sender with a certain subject and an image pasted in the body then sometimes another email from a different sender with a different subject is also observed to have the same image pasted in its
body (thereby replacing its own). this has happened with a lot of users using the mailbox and with random emails.
Kindly note: users have arranged the emails by their color categories. it happens if email is in any of the folder in shared mailbox and happens only in a few cases.
Looking for an urgent solution

Hi Ramandeep,
According to your description, I understand that some e-mail send to shared mailbox are be inserted an image in the body.
If I have misunderstand your concern, please do not hesitate to let me know.
This may be related to transport rule, it can add some picture as disclaimer in message. Please open EMC to double check whether problematic message trigger the rule. More details about
Understanding Disclaimers, please refer to:
http://technet.microsoft.com/en-us/library/bb124352(v=exchg.141).aspx#Images
Additional, we can use Message Tracking or Deliver Report tools with problematic message to get more helpful message for further troubleshooting. For your reference:
http://technet.microsoft.com/en-us/library/bb124375(v=exchg.150).aspx
Best Regards,
Allen Wang

Exchange 2013 Shared Mailbox Get-MailboxSentItemsConfiguration SP1 Help

Hello
My Setup
Server1: Server 2012 Standard + Exchange 2013 CU2 Standard (MBX+CAS)
Server2: Server 2012 Standard + Exchange 2013 CU2 Standard (MBX+CAS)
DAG Enable
I am having problems with Shared mailboxes, when sending E-mail from the Shared mailbox the sent E-mail will show up in the recipients Sent Items insted of the Shared mailbox sent Items.
I know that in Exchange 2010 Later SP and RU there where a PowerShell command that could send a copy to the Shared mailbox Sent Items (Get-MailboxSentItemsConfiguration)
but it doesn't seem to be there anymore, does anyone know if the cmdlet is back in CU3 or SP1? will it come back?
there is a workaround (Registry) but it doesn't help us, not for our environment.
Can I set this up by Outlook rules or maybe some kind of forwarding?
If you have any experience with this, feel free to give some advice.
Thank You very much!

Hi,
*.MailboxSentItemsConfiguration has not been brought back in CU3 or CU4/SP1 and I don't know if it ever will be.
If DelegateSentItemsStyle configured in the registry is not an option for you, then using multiple Exchange accounts in the same Outlook Profile might be. The support for that was added in Outlook 2010 and personally, I like that option a lot.
Martina Miskovic

Shared Mailbox Mail Management

Hi,
I have a shared mailbox which is accessed by about 10 members via outlook (shared mailbox has not been setup as account).
When a user (supervisor of the team) moves the mails from Inbox to other share mailbox (method: drag & drop), the mails move perfectly fine, but the other user still see those emails in the inbox.
This happens only for one particular shared mailbox.
I tried restarting the transport service, restart of server, using outlook switch cleanfreebusy but no luck.
Mailbox is hosted on Exchange 2010
Thanks,
Ankush Shah

Hi Ankush,
Did you try creating new outlook profile for the supervisor and one of the team member and see how it goes for a team member?

Mail from Excel using a Shared Mailbox issue

Hello,
We have Office 365 running with several shared mailboxes. We configured the value DelegateSendItemsStyle so when you send an email it will be placed inside the shared mailbox send item folder. (See KB:
http://support.microsoft.com/kb/2181579). So far so good.
When we send directly from an Office application like Excel (File -> Share -> E-mail -> Send as Attachment), in the new email window we change the From field to a shared mailbox, type our text and send the mail. Now the file will be placed
inside the users send items folder.
Somehow when we mail directly from Word/Excel the DelegateSendItemsStyle gets overruled and ignored. When we change the shared mailbox to a payed one with a license, add the box as a second Exchange account and send the mail then, everything is ok and the
mail will be placed inside the shared mailbox send items folder. As you might understand, with 25 shared mailboxes it is a waste of money to license them all.
I contacted Microsoft Office 365 support, and this is outside of their support scope.
Any ideas how we can fix this?
Thanks in advance.
Kind regards,
Max

Hi,
Please read the kb 2181579 again, we can find the following information:
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.
When you said "add the box as a second Exchange account", did you mean "additional Mailbox"?
Go to File -> Account Settings -> Account Settings -> Double click on your account name -> More Settings -> Advanced -> Make sure "Use Cached Exchange Mode" and "Download shared folders" have both been ticked -> OK.
Kindly check the result.
Thanks,
Melon Chen
Forum Support
Come back and mark the replies as answers if they help and unmark them if they provide no help.
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Shared mailbox outlook 2013 sent mail sitting in outbox folder

Hi guys,
I am hope you might be able to assist.
I have users who access a shared mailbox (primary mailbox) as delegates with full permissions and send as permissions. They also have a nested mailbox which is their own personal mailbox. Mail sends from both mailboxes and when it behaves mail gets delivered
to the sent item of the sender. But on a common recurrence mail sits in the Outbox of the delegate mailbox when sent from that mailbox. They can hit send/receive and it will force mail to send and also mail can delay for several minutes at times. This is also
seen in OWA.
Removing the nested mailbox and adding it as a additional mailbox allows mail to flow without issue but mail sent from the additional mailbox gets placed in the sent items of the primary mailbox. Client would prefer the sent items to be kept separate (tried
DelegateSentItemsStyle).
The exchange is a Exchange 2013 VM server and the client's use remote desktop services to access the platform. Also each Windows mail client is configured to use HTTP and cache mode is disabled for remote services. Last applied update was on the 08/2014.
Your help will be greatly appreciated.
PJ

Hi,
From your description, when you send a message from shared mailbox, the message is sitting in Outbox folder. I have seen some people have this issue, it is recommended to run Outlook using Cached mode as a workaround.
Hope this can be helpful to you.
Best regards,
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]
Amy Wang
TechNet Community Support

Outlook 2013 / Exchange 2013 : Shared mailboxes - Mail stuck in outbox (non-cached), Mail sends but doesn't get received (cached).

Hello,
We are currently experiencing some weird behaviour in Outlook 2013 since we added Shared Mailboxes.
When we run Outlook 2013 with cached mode
enabled:
- I create a new e-mail and send it.
- The e-mail goes to the outbox, and get's 'send'.
- None of the recipients receives the e-mail.
When we run Outlook 2013 with cached mode
disabled:
- I create a new e-mail and send it.
- The e-mail goes to the outbox, but remains there.
Now to make things even more bizarre:
When I switch from 'cached'-mode to 'non cached'-mode, I see all the e-mail that were 'send' in cached-mode stuck in the outbox.
Note: The DNS server configuration in Exchange is correct.

Hi,
How about sending on OWA? Does the issue exist?
To troubleshoot the issue, let's run Outlook in Safe Mode to determine if 3rd-party add-ins are related:
Press Win + R and type “outlook.exe /safe” in the blank box, then press Enter.
If there’s no problem sending emails in Safe Mode, disable the suspicious add-ins to verify which add-ins caused this issue.
Please also disable the firewall and anti-virus program to send the emails again, in many scenarios the protection may cause the issue.
Please also keep Exchange and Outlook patched to the latest.
Regards,
Melon Chen
TechNet Community Support

Oulook 2007 Shared Mailbox keeps crashing when searching an e-mail/item

Hi Colleagues,
Need your expert help about my shared mailbox, It keeps crashing when Im trying to search back e-mails and it's getting a hard time connecting to exchange as well. We're using OST files and not PST by the way.
I tried to update or fix Index with outlook but seems does not help at all. Any suggestion? Thanks in advance. :)
Cklyde

When you say it's crashing, what is actually happening? Is Outlook actually crashing so the app closes, or it is simply going unresponsive and giving a message saying that it's not responding? If it's the latter case then that doesn't necessarily tell you
it's crashed, simply that it's busy, so if you leave it and let it finish it will eventually respond again.
When you say this is a shared mailbox, is it the only mailbox you have setup in Outlook, or it is setup as an additional mailbox, eg in addition to your own mailbox? If it's an additional mailbox then keep in mind that it won't be cached in your local .ost
file. In Outlook 2007 it can only cache the main mailbox, not additional mailboxes, only 2010+ caches additional mailboxes. Is the exchange server on the local network, or is it remote? If it's remote than that could be the issue, since when doing the search
Outlook will have to connect to Exchange and search the email there rather than locally, and that will take a lot longer than searching from the local cached copy.

Mails stuck in Outbox when sending as shared mailbox

Hi
I have some users who use a shared mailbox [email protected]
Their primary mail is their own [email protected] and the shared mailbox is the secondary. When they try to send mail as [email protected], the mails get stuck in the Outbox folder or the shared mailbox. Sometimes, only one user has a problem, sometimes 3 of
them (there are 6 members). Sometimes the problem is resolved, sometimes the problem happens again. Sometimes, the mail will be stuck in Outbox for 10 seconds then send. The recipient does not receive the mail when it gets stuck on the Outbox. I tried to add
a test user with the same privilege as this group and tried to log-in the computer of the user who is having the problem. In the test user, mails can be sent as the shared mailbox, but going back to the original user, it gets stuck on the Outbox. So I think
this is not a problem of the computer. I tried to check if the DelegateSentItemsStyle can be changed but this parameter is not existing in the registry of the user. Any advice? Thanks.

Hello meowchao,
It puzzles me that they sometimes can send. Do you know Powershell?
If so, please run the following command:
Get-MailboxPermission [email protected]
(where you type the proper name of your shared mailbox)
In the list produced, does all users who should have access to this mailbox appear and have full access?
If you don't know Powershell: http://help.outlook.com/en-us/140/cc952755.aspx
Best regards George

Shared mailbox sent mail stuck in Outbox of user outlook.

User as full and send as permission to Shared mailbox, when user try to send as mail from shared mailbox mails get stuck in shared mailbox outbox.

Hi,
From your description, I recommend you run your Outlook in cached mode and click the Send/Receive to check whether the message can be sent. I have seen that this method works for some people.
Hope this can be helpful to you.
Best regards,
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]
Amy Wang
TechNet Community Support

How to move an email from user mailbox to shared mailbox using apps for office mail app

How can I move an email from a users main mailbox to a shared mailbox using apps for office. I know I can do this manually but i am creating an for owa/outlook that would be a button to move the item. I have tried using ews but can only find
the commands to move emails inside the users mailbox
for example :
'<?xml version="1.0" encoding="utf-8"?>' +
'<soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"' +
' xmlns:m="http://schemas.microsoft.com/exchange/services/2006/messages"' +
' xmlns:t="http://schemas.microsoft.com/exchange/services/2006/types"' +
' xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/">' +
' <soap:Header>' +
' <t:RequestServerVersion Version="Exchange2013" />' +
' </soap:Header>' +
' <soap:Body>' +
' <m:MoveItem>' +
' <m:ToFolderId>' +
' <t:DistinguishedFolderId Id="junkemail" />' +
' </m:ToFolderId>' +
' <m:ItemIds>' +
' <t:ItemId Id="' + id + '" ' +
' ChangeKey="' + changeKey + '" />' +
' </m:ItemIds>' +
' </m:MoveItem>' +
' </soap:Body>' +
'</soap:Envelope>';
Can I create a xml that would would do this? Is there a way to do it using the EWS service reference. I do not want to use import/export to do this.

yes I was able to make it work using Microsoft.Exchange.WebServices.Data and writing it as a web API, however i am unable to to authenticate the user if it is hosted on another server (without them retyping their password. I assume that
their is a matching java script version of what i am doing on the api side. I am just stuck trying to figure it out. the below code works as a Web Api if i could authenticate the user.
ExchangeService service = new ExchangeService(ExchangeVersion.Exchange2013);
service.Url = new Uri("Ews url");
service.Credentials = CredentialCache.DefaultCredentials;
//service.UseDefaultCredentials = true;
// Create a new folder view, and pass in the maximum number of folders to return.
FolderView view = new FolderView(5);
// Create an extended property definition for the PR_REPLICA_LIST property.
ExtendedPropertyDefinition PR_REPLICA_LIST = new ExtendedPropertyDefinition(0x6698, MapiPropertyType.Binary);
view.PropertySet = new PropertySet(BasePropertySet.IdOnly, FolderSchema.DisplayName, PR_REPLICA_LIST);
// get to the inbox folder of spam mailbox
Mailbox SpamMailbox = new Mailbox("Smtp of other mailbox");
FolderId SpamInbox = new FolderId(WellKnownFolderName.Inbox, SpamMailbox);
Folder SpamFolder = Folder.Bind(service, SpamInbox);
FindItemsResults<Item> findItems = service.FindItems(WellKnownFolderName.JunkEmail, new ItemView(10));
foreach (Item item in findItems)
item.Load();
ItemId ItemToMoveId = new ItemId(item.Id.UniqueId.ToString());
Item ItemToMove = Item.Bind(service, ItemToMoveId);
ItemToMove.Move(SpamFolder.Id);
//item.Move(SpamFolder.Id);

Exchange 2010 /hosting shared mailbox issue

Hello everyone.
I had an issue come up in our Exchange 2010 with /hosting switch deployment (currently at SP2).
We have several organizations and shared mailboxes configured and working on some. We add Full access permissions via Powershell + Send as rights and it auto configures and works just fine.
Last week though, one of several people that uses a specific shared mailbox started getting the error: "Unable to open your default e-mail folders. The Microsoft Exchange Server computer is not available. Either there are network problems or the
Microsoft Exchange Server computer is down for maintenance." (Error ID: 300)
The other users can still work just fine. Configuring the account in another PC shows the same problem (so it's not the local profile).
Creating 2 users, giving nr1 full access to nr2 generates the same error.
In another org though, i was able to give full access to another acount to an existing user and it worked (although the auto-mapping didn't, had to add it manually)
I'm out of ideias. Any sugestions?
EDIT: Did a couple more tests on another Org. On this one everything works with the shared folder access with old and new accounts but strangely the auto-mapping doesn't.
It seems that this is an issue with the mapping.

Hi,
From your description, I recommend you manually update or create your Outlook profile with RPC encryption and check the result. Here is the steps on Outlook 2007 for your reference:
1. Select your profile, and then click Properties, click E-mail Accounts.
2. Select the Microsoft Exchange Server account, and then click Change.
3. In the dialog box that contains your mailbox server and user name, click More Settings.
4. In the Microsoft Exchange Server dialog box, click the Security tab.
5. Click to select the Encrypt data between Microsoft Office Outlook and Microsoft Exchange check box, and then click OK.
6. Click Next, and then click Finish.
For more information, here is a kb for your reference.
Connection issues and error messages in Outlook for a mailbox on a server that is running Exchange Server 2010
http://support.microsoft.com/kb/2735060
Hope this can be helpful to you.
Best regards,
Amy Wang
TechNet Community Support

Encrypted e-mail to a shared mailbox

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