Delegate Account: Sent and Deleted Items Adjustment

When you send a message as another account, user, or on behalf of the user, the sent message isn't saved to the Sent Items folder of the shared mailbox. Instead, it's saved to the Sent Items folder of your mailbox.

Quick Links: | Overview | Fixing the Account | Other Information | 

Overview

How do I know if I need to do this?

You will likely need to make this adjustment if you: 

• Are on a Windows/PC
• Have a delegated (shared) inbox setup in your Outlook Desktop App
  • ex: ITSS@csuchico.edu, history@csuchico.edu, etc.
• Want sent and deleted items to appear in the delegated account folders and not in your Chico State email folders

Why does this happen?

In Microsoft 365, shared mailboxes don't require a license and can't be added to Outlook as an independent mailbox. You cannot sign in to a shared mailbox directly. 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. You can find more information from Microsoft: https://learn.microsoft.com/en-us/exchange/troubleshoot/user-and-shared-mailboxes/sent-mail-is-not-saved

Fixing the Account

To fix this, you just need to run the setting adjustment program in Software Center on your PC. 

1. Start by closing the Outlook Desktop App, if it is still open
2. Open Software Center by looking it up in the Start Menu
3. In Software Center, search for "Outlook Delegate Tweak". It should look something like this: 
   
    
4. Press Install and give it a few moments to complete
5. After this, you can reopen Outlook and 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
6. If you ever want to undo this, go back into Software Center and click Uninstall

Other Information

Here are a few points of information to keep in mind: 

• While this is a handy little feature tweak, the easiest and cleanest way to work a delegate account is via the Outlook Web App. Instructions for that can be found here: https://support.csuchico.edu/TDClient/2638/wildcat/KB/ArticleDet?ID=114067
•  This tweak is per user and per machine. If you have two systems (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, all members run the tool.

 Still need help? Contact IT Support Services for further assistance.
  
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