Save sent items in shared mailbox

A Microsoft 365 shared mailbox allows a group of two or more users to send and receive emails from the same email address. As a result, the group can always see the same inbox. By default, the emails sent from one person in the group can’t be seen by the other users. This article will show you how to save sent items in a shared mailbox with Microsoft 365 admin center and PowerShell.

How to save sent items in Microsoft 365 shared mailbox

By default, the user who sends an email from a shared mailbox is the only one in the group who can see it. This can be troubling, as the other users don’t know what a person has sent from the same shared mailbox.

Therefore, you need to edit the settings in the sent items of the shared mailbox in Office 365. It allows all the users of the shared mailbox to see the sent emails. This way, when a user sends an email, the email will be in their personal sent items folder, and a copy will be saved in the shared mailbox sent items folder.

There are two ways to automatically save sent items to your shared mailbox in Office 365:

1. Microsoft 365 admin center
2. Exchange Online PowerShell

First, we will show you how to enable a copy of sent items using the Microsoft 365 admin center for one shared mailbox. Then we will show the steps to save sent items in a single and all shared mailboxes with PowerShell.

Save copy sent items with Microsoft 365 admin center

Follow the steps below to enable save copy items sent in Microsoft 365 shared mailbox:

1. Sign in to Microsoft 365 admin center
2. On the navigation pane, expand Teams & groups and select Shared mailboxes
3. Click on the shared mailbox name on the right

4. Scroll down to Sent items and click on Edit

5. Select both boxes
   • Copy items sent as this mailbox
   • Copy items sent on behalf of this mailbox
6. Click on Save

You can go through each one of your shared mailboxes in the Microsoft admin center and change the settings. Follow the above steps and enable both features for each shared mailbox.

Suppose you want to enable these features for multiple shared mailboxes in one command, we suggest you use PowerShell. Let’s look into that in the next step.

Connect to Exchange PowerShell

If you want to run the below commands to change the copy item sent settings, you need to connect to Exchange Online PowerShell.

Connect-ExchangeOnline

Save sent items in single shared mailbox with PowerShell

Use the PowerShell commands below to save sent items in shared mailboxes automatically. Here you can change the settings for a single shared mailbox or all the shared mailboxes in Office 365. We will first enable copy items sent for one single shared mailbox.

Enable copy items sent as

Run the below command to enable copy items sent as this mailbox for a single shared mailbox. You can type the name or email address between quotation marks.

Set-Mailbox "info@0365info.com" -MessageCopyForSentAsEnabled $true

Enable copy items send on behalf

Run the below command to copy items sent on behalf of this mailbox for a single shared mailbox.

Set-Mailbox "info@o365info.com" -MessageCopyForSendOnBehalfEnabled $true

Enable copy items sent as and on behalf in one command

You can also enable both features for a single shared mailbox in one command with PowerShell.

Enable copy items sent as and on behalf of a single shared mailbox with the command below.

Set-Mailbox "info@0365info.com" -MessageCopyForSentAsEnabled $true -MessageCopyForSendOnBehalfEnabled $true

Save sent items on all shared mailboxes with PowerShell

You can save sent items on all shared mailboxes with a single command with PowerShell. We will first show you how to enable each one of the features for all shared mailboxes in Microsoft 365. Then you can enable both features in one command; copy items sent as and on behalf of all shared mailboxes.

Enable copy items sent as for all shared mailboxes

You can copy items sent as for all shared mailboxes in one command shown below.

Get-Mailbox –ResultSize Unlimited -RecipientTypeDetails Sharedmailbox | Set-Mailbox -MessageCopyForSentAsEnabled $true

Enable copy items send on behalf of all shared mailboxes

Run the command below to enable the feature copy items send on behalf of all shared mailboxes in Microsoft 365.

Get-Mailbox –ResultSize Unlimited -RecipientTypeDetails Sharedmailbox | Set-Mailbox -MessageCopyForSendOnBehalfEnabled $true

Enable copy items sent as and send on behalf of all shared mailboxes

Enable both features for all the shared mailboxes in one command.

Get-Mailbox –ResultSize Unlimited -RecipientTypeDetails Sharedmailbox | Set-Mailbox -MessageCopyForSendOnBehalfEnabled $true -MessageCopyForSentAsEnabled $true

Conclusion

You learned how to save sent items in a single shared mailbox with PowerShell and via Microsoft 365 admin center. With PowerShell, you can copy sent items for all shared mailboxes in Microsoft 365 in one command.

If you configure a shared mailbox, remember to enable the copy items sent settings. This way, all the users of the shared mailbox can see the sent emails in the shared mailbox sent items folder.