Delegate (Shared) Sent Items and Deleted Items Adjustment

This Article pertains to you if:

  • You use Outlook Desktop client on your Windows 10/11 PC. This is not for Mac users.
  • Have a Delegate/Shared account set up in your Outlook.
    An example would be if you worked at ITSS and in addition to your primary mail, you also had access to
  • Do not like the default behavior of messages sent from a shared mailbox aren't saved to the Sent Items folder of the shared mailbox in Outlook but rather the primary user.

Additional Mail account settings box in Outlook Desktop

Please take note in the above image, the suggested settings for additional mailboxes. Cached Exchange ON, Download Shared Folders OFF


In Microsoft 365, shared mailboxes don't require a license and can't be added to Outlook as an independent mailbox. You can't sign in to a shared mailbox. Instead, you sign in to your own mailbox, and then you open the shared mailbox. When you send or reply to a new message from the shared mailbox, Outlook automatically sends or replies from the sender's account. Therefore, messages are stored in the Sent Items folder of the sender's mailbox. (source:



If Outlook is open on your system, please close it.

Open Software Center by pressing the Windows Key and typing Software Center. If you cannot locate the Software Center, copy and paste the below into the Windows Run box (Windows Key+R) or paste into a browser address bar, hit enter and allow the prompts.


Look for this item – you can use the search box in the catalog and type Outlook if it is not immediately visible

Campus Software Center and Outlook Tweak App

Then press the Install button. It will only take a few seconds and your screen may blink a few times. Once installed you may reopen Outlook and go about your business.
All mail sent as the delegate account will now remain in the sent items of the delegate account. The same will now happen for deleted items.
This is very helpful if more than one person uses the delegate account because now it is easy to see what has been replied to, and when.

If at any time you want to undo this adjustment, simply tap the button which should now read “Uninstall”


While this is a handy little feature tweak, the easiest and cleanest way to work a delegate account is via OWA and Open Another Mailbox.  This tweak is per-user and per-machine. If you have two systems such as a desktop and laptop both configured with delegate access you will need to run this on each machine where you want the adjustment. If you work in a team with access to the delegate account it is strongly suggested that all members run the tool or use OWA Open Another mailbox feature. If your department has a shared workstation such as a student receptionist where you have many users rotating on one system the preferred solution is to use OWA Open Another Mailbox feature otherwise, be sure all users apply the adjustment.


Article ID: 113564
Wed 5/24/23 3:34 PM
Thu 7/20/23 4:32 PM

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Delegate access is used to provide another user access to open and act on behalf or as another user or generic department account.  It is most commonly used to allow a group of users to access a shared mailbox or resource.