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?

Similar Messages

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

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

Would Shared Mailbox be the best fit?

I want to create some mailboxes I can use where I will forward all the mail to an individual to monitor the inbox, I like the idea of shared mailbox from a security standpoint because the email address will be used to login to a website outside out domain
but I wanted the flexibility to easily manage the mail-flow. No one will be logging into these accounts on the domain and they will not store any mail so security could be very manageable. I won't need to give multiple users permissions on these
boxes so long as the boxes can still forward incoming email which will end up going to a real person's inbox. I need to create 6 inboxes / accounts but I don't want them to be able to logon to the domain. Any ideas?
Thanks
Dana
Dana Bessey IT Manager MCSE, MCPS, MCNPS H.E. Murdock Co. Inc dba Day's Jewelers 88 Main Street Waterville, ME 04901 (207) 873-7036 Be Sure to visit us at www.daysjewelers.com

Hi,
According to the description, I found that we want to create a shared mailbox to manage emails in our org.
However I have some confusion on this sentence, "I need to create 6 inboxes / accounts but I don't want them to be able to logon to the domain."
My understand as below:
The 6 inboxes/accounts are created for managers, we don't want these 6 managers have administrative permission as domain Administrator. Or we want to deny log on locally?
Please correct me if there is any misunderstanding.
If it is the case, we just need to create the shared mailbox and grant a proper permission to the 6 managers. Then create a Transport Rule to perform the forwarding operation.
If we want to deny log on locally, please follow articles below to perform this operation:
Deny log on locally
http://technet.microsoft.com/en-us/library/dn221948.aspx
Deny log on through Remote Desktop Services
http://technet.microsoft.com/en-us/library/dn221959.aspx
Thanks
Mavis
Mavis Huang
TechNet Community Support

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.

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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here

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

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

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!)

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

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);

Shared mailbox contacts to Address Book

Hi all
We have recently migrated to an Exchange 2010 environment, our clients using Outlook 2003 and Outlook 2010.
We have a large number of shared mailboxes within our organisation that contain their own contacts lists. The shared mailbox is added as as additional mailbox to the users' own profile as they have been delegated full access to manage
and maintain all items.
The issue we are having is trying to get the contacts list on the shared mailbox to show up in the users address book when sending an email.
I have had a search on the net for an answer to this and the only thing I can get to work to is creating a new profile for the shared mailbox and renaming the contacts as discussed in the following thread: http://social.technet.microsoft.com/Forums/en-US/exchangesvrclients/thread/62befbae-ceaa-482b-b450-e448f8d1a265
The issue with this however is that it only seems to temporarily work - after closing the profile for the shared mailbox and opening the user profile it will only appear in the address book for the first time; after closing and reopening Outlook
the contacts list for the shared mailbox disappears.
Even if we did get this method to work every time, it seems a little long winded. Some shared mailboxes are used by about 10 different users and having to get them to create a new profile for the shared mailbox seems a little full on just to get
the contacts list to show up in their address book.
Other threads on the net have suggested just going into the properties of the Contact item on the shared mailbox and ticking the "Show this folder as an e-mail Address Book". The issue I am having is that the there is no such tick box. In fact the
"Outlook Address Book" tab isn't even there. The users' have been given full control of the contacts as they are able to create/modify/delete contacts when they actually select the contact objects from the shared mailbox.
We have just moved from an Oracle mail environment where this was possible and so would like to know if sharing contacts is a supported feature of Exchange 2010/Outlook. If so, how?
Cheers
Brady

hi,
Outlook 2007, Exchange 2007, Win 7
i have followed all the solutions that given below but none seem to work. all i want is to show the shared mailbox contacts in my addressbook.
I do not want to login to windows using shared mailbox credentials to access contacts.
i dont no want to copy the or export contacts over.
i have full access to the mailbox. when i click New to send a new email. under my address book. I can see my contacts and i would love to see my shared email inbox contacts too. Till now i have come across multiple solutions and not even one seems to work. let
me see if someone is that smart who can give a solution that works.
I have also added shared mailbox profile in my outlook and i have given full access as the Author to the contacts folder of the shared mailbox. some say it cant be done. I am pretty sure it can be.

How to make a Shared mailbox folder appear on everyones mailbox automatically

Hello, I need to find a way for a Shared mailbox
folder to appear in everyone’s mailbox automatically – preferably in their favorites. We currently have a Public Folder where everyone in the company can drag or email any suspicious, fishing, etc.
emails. Unfortunately that is not good enough for our company's upper management. They
wants me to find a way to add a folder on everyone’s mailbox so they can easily find it under their favorites and drag any questionable messages to it.
I created a Shared mailbox for this purpose and a folder and I gave everyone access to it. Now
I’m not sure how to make this folder appear automatically in everyone’s mailbox favorites. If there is a way to accomplish this I would appreciate any suggestions. I wonder if there is a
powershellcmdlet that can help me do this. Any assistance will be greatly appreciated. For now we are running on a mix environment Exchange 2010/2013, but pretty soon it will be 2013 only. Thanks in advance for your assistance.

I wouldn't recommend this method, trust me this might become mess if doesn't go to right direction. People might use this shared mailbox for their
own use. Best practice is to create a shared mailbox with some sensible name like [email protected] or
something like that and then share it on the announcement board or send an announcement mail to all users and ask them to forward their spam, suspicious, fishing mails to this address.

Shared mailboxes and tagging for drag'n'drop

Hi!
We're faced with a rather difficult problem regarding shared mailboxes, let me give you a scenario:
Alice, Bob and Ron each have their own mailbox and a shared (ShareMB01). The shared mailbox is connected to a document management system which collects mail and attached files from this mailbox. What I want to know is, how can I set it up so I see which
user has moved a mail to ShareMB01? Is there a way to change/modify the email header or subject so that it includes the name of the person moving it? We cannot simply go by recipient, because Ron might send to Alice and CC Bob, and Bob was the one who moved
it.
Am I making any sense here?
Regards
Johan

It is possible to drag and drop nodes using mouse events and data binding:
import javafx.input.*;
import javafx.application.*;
import javafx.scene.paint.*;
import javafx.scene.geometry.*;
import java.lang.System;
var x = 100.0;
var y = 30.0;
Frame {
    title: "Circle"
    width: 200
    height: 100
    stage: Stage{
        content: Circle {
            centerX: bind x
            centerY: bind y
            radius: 25
            fill: Color.ORANGE
            stroke: Color.GREEN
            onMouseDragged: function(e:MouseEvent) {
                    x = e.getX();
                    y = e.getY();
    visible: true
}The full feature that allows to drag and drop objects from one component to another is described in [JFXC-1263|http://openjfx.java.sun.com/jira/browse/JFXC-1263]

Shared Mailbox Mail Management

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