Save a copy of sent mail items when using Send As permissions | Shared mailbox | Office 365 5/5 (4) 7 min read

In the current article, we review how to change and manage the default settings of “saving mail items,” in a scenario in which recipient sends E-mail using another recipient “identity” (other recipient E-mail addresses).

By default, when recipient A send E-mail on behalf of recipient B, the sent mail items will be saved in the mailbox of recipient A but will not save in the mailbox of recipient B.

By default, when such a scenario occurs, the mail items that were sent by the recipient who has the Send As permissions (or the Send on Behalf permissions) are saved in the “Sent Item Folder” of the user who sent the E-mail message.

By default, a copy of the sent mail items will not be saved, in the “Sent Item Folder” of the recipient whom the E-mail was sent by his name (by using his identity – E-mail address).

For example, in our scenario user named Bob have send as permissions on Adele’s mailbox.

When Bob sends E-mail to another recipient by using the “identity” of Adele, the sent mail items are saved on Bob’s mailbox “Sent Item Folder.”

Adele is “not aware” to the fact that Bob sends E-mail messages using her name (her E-mail address) because she will not see any copy of the specific E-mail message on her “Sent Item Folder.”

The default policy of saving sent mail items on a scenario of Send As

The good news is that in case that we want to change this default behavior by using the PowerShell command – Set-Mailbox with a specific parameter.

Be define a specific mailbox parameter, we can change the default mailbox setting that relates to the scenario of saving (or not saving) a copy of the mail items that was sent in the “Sent Item Folder” of the recipient whom the E-mail message was sent by using his identity.

The PowerShell commands that we use is “Set-Mailbox” and the specific parameters that we use are:

  1. MessageCopyForSentAsEnabled – this is the PowerShell parameter that we use for defining the “Sent item folder policy,” of the “destination mailbox, in a scenario in which a recipient (the delegate) has, the Send As permissions.
  2. MessageCopyForSendOnBehalfEnabled – this is the PowerShell parameter that we use for defining the “Sent item folder policy,” of the “destination mailbox, in a scenario in which a recipient (the delegate) has, the Send On behalf permissions.

By default, this PowerShell parameter – MessageCopyForSentAsEnabled and MessageCopyForSendOnBehalfEnabled define as “False.”

When we set one of this parameter to “True,” each time that the Mailbox delegate sent mail using the “destination mailbox identity” (using the E-mail address of the mailbox), the sent mail item will be saved in:

  • The “Sent items folder” of the Mailbox Delegate recipient.
  • The “Sent items folder” of the Mailbox.

For example, in our scenario user named Bob have send as permissions on Adele’s mailbox.

When Bon sends E-mail to another recipient by using the “identity” of Adele, the sent mail items are saved on Bob’s mailbox “Sent Item Folder.”

After we set the setting of Adele’s mailbox by setting the PowerShell parameter – MessageCopyForSentAsEnabled as “True,” each time that Bob sends E-mail using Adele’s identity (Adele E-mail address), a copy of the sent mail will also save on Adele’s mailbox in her “Sent Item Folder.”

Change the default policy of saving sent mail items -MessageCopyForSendOnBehalfEnable -02

Standard Exchange mailbox versus Shared mailbox.

The information that was provided in the former section is relevant to any type of Exchange mailbox.

From my experience, the need to change the default setting of “Send mail items” when using the Send As permissions, is most relevant to a scenario in which we use Shared mailbox.

For this reason, all the PowerShell command examples that will be provided will use a “shared mailbox” as the “destination mailbox” but it’s important to emphasize that, you can use the specified PowerShell command to any type of Exchange mailbox.

Set the destination mailbox setting, to save a copy of sent mail items.

Just a quick reminder, when user A send E-mail using the identity of user B, the sent mail will be saved by default only in the Sent mail item folder of the recipient A.

In case that we want that save a copy of the E-mail also in the Sent mail item’s folder of recipient B (destination mailbox), we can use the following settings:

Enable the Save a copy of sending mail items when the user has Send As permissions.

Enable – Save a copy of sending mail items in the Shared mailbox sent items folder

PowerShell command syntax

PowerShell command example

Enable – Save a copy of sending mail items in the Shared mailbox sent items folder – All Shared mailboxes (Bulk Mode)

PowerShell command example

Enable the Save a copy of sending mail items when the user has Send On Behalf permissions

Enable – Save a copy of sent mail items in the Shared mailbox sent items folde

PowerShell command syntax

PowerShell command example

Enable – Save a copy of sent mail items in the Shared mailbox sent items folder – All Shared mailboxes (Bulk Mode)

PowerShell command example

View mailbox setting that relate to saving a copy of mail items in the sent items folder

View the mailbox setting that relates to saving a copy of sent mail items for a specific Mailbox

PowerShell command syntax

PowerShell command example

View the mailbox setting that relates to saving a copy of sent mail items for ALL Shared Mailboxes (Bulk Mode)

PowerShell command example

Display a list of all Shared mailboxes that their RecipientTypeDetails option is “True”

PowerShell command example

Display a list of all Shared mailboxes that their MessageCopyForSendOnBehalfEnabled option is “True”

PowerShell command example

Disable the option of - Save a copy of sent mail items in the Shared mailbox sent items folder

Disable the Save a copy of sent mail items when user have Send As permissions

Disable the option of – Save a copy of sent mail items in the Shared mailbox sent items folder

PowerShell command syntax

PowerShell command example

Disable the option of – Save a copy of sent mail items in the Shared mailbox sent items folder – All Shared mailboxes (Bulk Mode)

PowerShell command example

Disable the Save a copy of sent mail items when user have Send On Behalf permissions

Disable – Save a copy of sent mail items in the Shared mailbox sent items folder

PowerShell command syntax

PowerShell command example

Disable – Save a copy of sent mail items in the Shared mailbox sent items folder – All Shared mailboxes (Bulk Mode)

PowerShell command example

Export information about mailbox setting | View information about saving a copy of sent items settings

Export information to a text file

PowerShell command example

Export information to a CSV file

PowerShell command example

Export information to a HTML file

PowerShell command example

For your convenience, I have “Wrapped” all the PowerShell commands that were reviewed in the article,
in a “Menu Based” PowerShell Script.

You are welcome to download the PowerShell script and use it.
Download -o365info PowerShell Script

Save a copy of sent items when using Send As permissions | Shared mailbox | Office 365


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