Scenario
You have Send-As permissions that allow you to send messages to another user from a shared mailbox. Although a signature is added to the outgoing email, but when you view the sent message in the Sent Items folder, you notice the signature is not present on the email.
Reason
Exclaimer uses a Sent Items Update feature to store sent messages (in your Sent Items folder) exactly as they were received, that is, showing the message and the appropriate signature that was applied (after the signature/mail disclaimer policies were applied).
The Sent Items Update feature can be configured to:
- Only store sent items with signatures applied
OR
- Store the original messages AND a copy of those messages with signatures applied
Resolution
To resolve this issue, you can change the mailbox to which items sent from a shared mailbox are saved.
To change the settings and place sent items in the associated Sent-As mailbox, you can follow any one of the options described below:
Option 1: Set a registry value on the Outlook client to allow users to make the change themselves.
This needs to be completed per user (that is, for anyone using the Send-As option). It ensures that the sent items are placed in the associated Sent-As mailbox instead of the sending user's Sent Items. This method requires Outlook to run in cached mode. To change which Sent Items folder is used, set the DelegateSentItemsStyle registry value on the Outlook client.
NOTE: Outlook must be configured to run in a cached mode for this option to work correctly.
To update the Windows registry:
- Launch the RegEdit (Registry Editor).
Browse to the following registry subkey: HKey_Current_User > Software > Microsoft > Office > x.0 > Outlook > Preferences
Where, x.0 represents your Office version (example: 16.0 is Office 2016, 15.0 is Office 2013, 14.0 is Office 2010).
- From the Edit menu, select New then select DWORD (32-bit) Value.
- Enter the DWORD name as DelegateSentItemsStyle and press
Enter.
- To edit the value, you can either right-click the DelegateSentItemsStyle and select Modify or double-click DelegateSentItemsStyle.
The Edit DWORD (32-bit) Value window is displayed.
- In the Value data box, type
1.
- Click OK to save the changes and close the window.
- Restart Outlook for the change to take effect.
Option 2: Configure the mailbox to save a copy of the message to the Sent Items folder of the shared mailbox for an on-premises Exchange Server.
This method allows an Administrator to apply the setting to the mailbox; this means that anyone using the Send-As option for that mailbox will have a copy of the sent item placed in their own Sent Items folder AND a copy will be placed in the associated Sent-As mailbox. This method does not require Outlook to run in cached mode, and it updates both the Sent Items folder.
To configure the mailbox, you need to:
Run the commands
See below for more information on how you can:
Install the Exchange Online Powershell module
Connect to Exchange Online
To complete the steps described below, you will need:
Office 365 Global Administrator credentials
To run the commands:
For Exchange 2010 SP3 and above, open Exchange Management Shell, then run this command:
Set-MailboxSentItemsConfiguration <mailbox id> -SendAsItemsCopiedTo SenderAndFrom
For Exchange 2013 CU9 and above, Exchange 2016, Exchange 2019, open Exchange Management Shell, then run this command:
set-mailbox <mailbox id> -MessageCopyForSentAsEnabled $True
To Install the Exchange Online Powershell V2 module:
Open the Windows Powershell and run this command as an Administrator:
Install-Module -Name ExchangeOnlineManagement
Confirm that you want to install this Powershell module.
Note: For additional installation options, see ExchangeOnlineManagement.
To connect to Exchange Online:
If you have Multi-Factor Authentication enabled, run this command:
Connect-ExchangeOnline -UserPrincipalName <UPN> -ShowProgress $trueIn <UPN>, enter your username.
If you don't have Multi-Factor Authentication enabled, run this command:
Connect-ExchangeOnline -Credential $UserCredential -ShowProgress $trueWhen prompted, enter your password (and the Multi-Factor Authentication verification code if required).