Sachin's Blog

Exchange 2013 ROCKS

Mystery of the sent item!

Mystery of the sent item!

  • Comments 42
  • Likes

There are many scenarios and business requirements that are addressed by the use of the Send As, Send on Behalf of and Full Mailbox Access capabilities. These permissions can be easily assigned using the Exchange Management Console or the Exchange Management Shell. The particular permissions of interest for this blog post are the Send As and the Send on Behalf of permissions. Once these permissions are assigned, every e-mail that is sent using either one of these permissions is saved in the Sent Items folder of the sender, by default. The ability to change this behavior using a registry key, the DelegateSentItemsStyle is discussed in KB953804 for Outlook 2003 and KB972148 for Outlook 2007. When the DelegateSentItemsStyle registry key value is set to ‘1’, the behavior changes and the items are now saved in the Sent Items folder of the mailbox that the permissions were assigned for. As an example if User 1 has Send As permissions on User 2’s mailbox, whenever User 1 send as e-mail as User 2, the item is saved in the Sent Items folder of User 2, instead of User 1’s Sent Items Folder. One of the requirements for this registry key to work correctly is to run Outlook in cached mode. If you run Outlook in Online Mode, the results are inconsistent.

We are introducing a major change with Exchange Server 2010 SP2 RU4. To explain the change, let me first set the stage with an example. The user “Delegate” has been assigned Full Mailbox Access and Send As permissions to the user “Manager” mailbox. This is accomplished using the below powershell cmdlets.

 

Add-ADPermission -identity Manager -User Delegate -ExtendedRights "Send As”

Add-MailboxPermission Manager -User Delegate -AccessRights FullAccess -InheritanceType all

With Exchange Server 2010 SP2 RU3 and lower, whenever Delegate would use Send As permissions and send an e-mail to any user, the item would show up in the Sent Items Folder of Delegate. With Exchange Server 2010 SP2 RU4, this behavior changes. We can now make a copy of the e-mail in the Sent Items folder of the Manager Mailbox. To achieve this functionality we are introducing 2 new powershell cmdlets;

Get-MailboxSentItemsConfiguration

Set-MailboxSentItemsConfiguration

 

A sample default output of the Get-MailboxSentItemsConfiguration is below. This has been executed against the Manager mailbox

 

[PS] C:\Windows\system32>Get-MailboxSentItemsConfiguration Manager

RunspaceId                  : 38eb470d-f92d-4381-afa0-5bb7b8741e02

SendAsItemsCopiedTo         : Sender

SendOnBehalfOfItemsCopiedTo : Sender

Identity                    :

IsValid                     : True

 

Note, the values for SendAsItemsCopiedTo and SendOnBehalfOfItemsCopiedTo. Both attributes have the default value of Sender. The attributes can be configured with any one of two possible values; Sender (Default) or SenderAndFrom 

Let me quickly explain what each of these values mean

 

  • Sender (Default) – This value is the default and will imply that all e-mails sent using Send As or Send on Behalf of permissions are saved only in the Sent Items folder of the Sender (in our case, Delegate user)
  • SenderAndFrom – This value implies that e-mails sent using Send As or Send on Behalf of permissions are saved in the Sent Items folder of the Sender and the mailbox on which the permissions are assigned (in our case, both Delegate user and Manager user)

 

Now, I will use the Set-MailboxSentItemsConfiguration and set the Manager Mailbox SendAsItemsCopiedTo attribute value to SenderAndFrom


[PS] C:\Windows\system32>Set-MailboxSentItemsConfiguration Manager -SendAsItemsCopiedTo SenderAndFrom

[PS] C:\Windows\system32>Get-MailboxSentItemsConfiguration Manager

RunspaceId                  : 38eb470d-f92d-4381-afa0-5bb7b8741e02

SendAsItemsCopiedTo         : SenderAndFrom

SendOnBehalfOfItemsCopiedTo : Sender

Identity                    :

IsValid                     : True


Once this change is made, all e-mails that Delegate user sends using Send As permissions on the Manager user will show up in the Sent Items folder of both, Manager and Delegate. An important point to note is that we no longer require the DelegateSentItemsStyle registry key to be present or set with a value. We also do not require that Outlook be configured to be running in Cached Mode. This change allows Outlook to be running in Online Mode to achieve the required functionality.

 

We are also introducing this as a self-service option for end users! Users will have the ability to use Outlook Web App (OWA) to set the values as well! Below is a screenshot of the Options in OWA.

 

 

IMPORTANT: For this to work, we require that all Client Access Server roles in the Site where the users Mailboxes are created be updated to Exchange Server 2010 SP2 RU4. We also require that all Mailbox Servers that host the mailboxes that require this functionality be updated to Exchange Server 2010 SP2 RU4

I hope that you find the information above useful!

Comments
  • Thank you, this is a very welcome and nice feature.

  • Can this also be used for the deleted items? There is the "DelegateWasteBasketStyle" registry option. But that doesn't work with an online mailbox.

  • No, this does not work for deleted items. The fix is only for Sent Items

  • If I understand it, it is necessary to assign the sender the Send As permission and full mailbox access. On the other hand, this allows users to send messages anonymously - recipient will not be able to recognize who sent  message to him.

    Or is this feature available even in case of Send On Behalf, i.e in case of delegate access? (This would be MUCH better for us. ;-))

  • Is this functionality available in Office365?

  • camlost: You are correct, this requires that the permission be already assigned, it works for both, send as and send on behalf, as you will see in my output of get-mailboxsentitemsconfiguration, you can set it for both. HTH

  • GarW: I do not think that this is available for O365 yet, but I am checking and if anything changes I will be sure to post.

  • i have tried installing SP2 RU4 , but still the issue exists

    STP

  • @STP: Exactly what is not working and can you provide the output of the get-mailboxsentitemsconfiguration? Also, if your user mailbox and the shared mailbox are in different AD Sites there is a reported issue that this does not work. We are investigating and I will update the post once we have more details

  • I was absolutely able to reproduce the issue with mailbox and shared mailbox in different AD sites. Please update.

  • Great feature, my users have been asking for this for a long time! I can finally make them happy! Thank you.

    Anyway, I had a strange problem: I set "Sender and From" in both "SendAsItemsCopiedTo" and "SendOnBehalfOfItemsCopiedTo" settings for a given mailbox, and it worked for a delegate, while not for another. After some investigations, I figured out that the delegate which was ok had Outlook in online mode, the one which was not working had Outlook in cached mode. Switching to online mode solved the problem and the sent message was placed in both "Sent Items" folders as expected. As a countercheck, I switched back to cached mode and the problem reappeared.

    We are still using Outlook 2003 (with latest SP and updates). Exchange version is 2010 SP2 RU4.

    Is this a bug, or a behavior "by design", or a specific issue with Outlook 2003? Or what else?

    A.

  • @Pavan: I will be posting updates as they are available

    @a-c: I will investigate this as well, but do you have the delegatesentitemsstyle registry key present on the machine that you are testing on, if yes... can you try and remove that key, test again and report back? Thanks!

  • @sachinshah55: no, the registry key is not present. Thank you in advance for your efforts investigating this.

  • @a-c: I am working on trying to get Outlook 2003 setup for testing (sigh.. it has been a long time since I even looked at OL 2003 :)) I will keep you posted on what I find. But, if it helps any; I have tested this with cached mode on OL 2007 and OL 2010, it works as we expect. You do not need the delegatesentitemsstyle registry key to be present and the items are populated in the "manager" mailbox in my example...

  • Hi,

    Is there any way to disable the "Sent Items" option in OWA? In our organization, we don't use Outlook and don't want the final user to be able to change this setting.

    Thanks in advance and regards

Your comment has been posted.   Close
Thank you, your comment requires moderation so it may take a while to appear.   Close
Leave a Comment