How to Save Sent Items in Shared Mailbox Office 365

Do you want to save sent items in shared mailbox Office 365? But you are having problems with it. If that is the case, then follow the methods mentioned in this article. Here, I will share how to store sent items in the shared mailbox.

A shared mailbox in Office 365 is a type of mailbox in Office 365. This mailbox is used by multiple users to send and receive emails from a common email address. It is useful for teams that want to manage customer support, sales inquiries, and project-related communications. Although you don’t need a license to create or access shared mailboxes. but, if it is more than 50 GB, then you have to need a license. Therefore, it is an advanced solution for real-life collaboration. However, some of you may have a problem with the shared mailbox, just like this user.

One of our team members sent an email to our shared mailbox. However, the message does not appear in the sent items folders of the mailbox. After searching, after discussing it with our colleague. It says that the email is in its personal sent items folder. We want this message in our shared mailbox sent item folder. But, don’t know how? Can anyone help us?

There are other users who also want their data in shared mailbox sent items. So, I am going to help you in this scenario.

Why Sent Items is Not Saved in Shared Mailbox?

When a user sends emails from a shared mailbox. By default, it saves the data in the personal sent items folder. Rather than shared mailbox sent items. There are many reasons behind these.

• Email clients like Outlook have already set that the sent items will be saved in the sender’s mailbox.
• Therefore, if you do not enable specific settings like copy items sent as this mailbox or copy items sent on behalf of this mailbox. This way your data will not be available in a shared mailbox.
• If you still have the permissions to full access to the shared mailbox. Your mailbox still is not configured to retain sent items.

Therefore, you have to enable the options to save sent items in Office 365. However, if there is any problem in configuration you may have difficulty in doing so. But, don’t worry, I am here to help you.

Save Sent Items in Shared Mailbox Office 365 By Admin Portal

To solve this problem, I have to enable the option from the Admin portal.

1. Go to the Office 365 admin portal, then select the Groups.
2. Select the Shared mailboxes and double-click it.
3. Find the Sent items and press Edit option.
4. Choose both the options: Copy items sent as this mailbox and Copy items sent on behalf of this mailbox.

After that, your sent items would now be seen in the shared mailbox sent items. You can also enable this option from powershell.

Sent Items in Shared Mailbox using PowerShell

1. Run the powershell and connect to Exchange Online.
2. Then, type this command: set-mailbox “SharedMailboxName” -MessageCopyForSentAsEnabled $True
3. Now, use the Send on Behalf permissions to save items: Set-Mailbox -Identity “SharedMailboxName” -MessageCopyForSendOnBehalfEnabled $true
4. To save sent items using Send As and Send on Behalf: Set-Mailbox -Identity “SharedMailboxName” -MessageCopyForSentAsEnabled $true -MessageCopyForSendOnBehalfEnabled $true
5. After that, confirm the settings by using this command: Get-Mailbox -Identity “SharedMailboxName” | Select-Object MessageCopyForSentAsEnabled, MessageCopyForSendOnBehalfEnabled

Enable Save Sent Items By Configuring Individual User Settings

If you want to change the settings of some users only. Then, Outlook application will work. However, make sure that Shared Mailbox settings are properly configured.

1. In your Outlook application, go to the File and then Account Settings.
2. Select your Account under the email tab. Press Change button.
3. Click on More Settings, then Advanced tab. Also, ensure that the shared mailbox is added.
4. In the Sent items tab, click on Save sent items in the sent items folder of this mailbox.
5. Lastly, click on OK button. Then, restart the program.

With this method you can change save items settings of shared mailbox. However, it works only for some versions. Ans your tenant must be configured with shared mailbox. Hence, these are the ways to save sent items in shared mailbox Office 365.

How to Move Sent Data from Primary Sent Folders to Shared Mailbox?

Now, I have mentioned the reasons of why the sent items seen in the primary sent item folder and shared mailbox not. But, what about the emails that are still in the primary sent folders. and you want in shared mailbox sent folder. Manually you can go to the sent items and sent the email again behalf of the shared mailbox. But, it is time-consuming. To make it easier, you can use the below steps.

1. Here, I am going to use Outlook. So, run the program and go to the File option.
2. Select the Manage Rules & alerts button. Click on the new Rule.
3. Then, apply rule on message I send option. Set the conditions when the message is sent using the shared mailbox’s address.
4. Click on move a copy to the specified folder. Select the sent items folder within the shared mailbox and properly setup the rules.

How to Manage Shared Mailbox Sent Items Folder?

Only enabling the sent items in shared mailbox Office 365 is not enough. You have to also manage them there will be smooth flow of communication, data integrity, etc. Here are some practices that you can follow.

• First, assign appropriate permissions for shared mailbox. Unnecessary permissions can create confusion and security risks.
• Properly configure the mailbox to save sent items and deleted items in the shared mailbox than user’s personal mailbox.
• Monitor your mailbox activity, this way if by chance some emails are in the sent items folder. You can quickly solve them.
• To have a smooth workflow, manage your sent items and the shared mailbox.

So, these are the important steps that you should take. Apart there is more critical part is to secure your data when you are using shared mailbox. Which I have explained properly in the next section.

How Can Backup Helps to Protect Sent Items Folder in Shared Mailbox?

In the sent item folder in shared mailbox. Important communication is records like customer replies, support responses, sales confirmations, and other things. If these communications missed or lost then you will a lot of issues. In that case, you have to store them by using the professional tool.

In the internet, you will find various options to save the data. But, among them SysTools Office 365 Backup Software is a great options. Because of how easily download the complete mailbox in less than a few minutes.

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Conclusion

Because Microsoft by default save sent items to your personal user mailbox. That’s why, you can’t find the information in shared mailbox sent items. Therefore, I have provided your three ways to save sent items in Shared Mailbox Office 365. Along with this, I also explain how you can move the data from personal’s sent items into shared mailbox sent items. But, make sure you also have backup of the sent item folder to prevent any communication loss.