How to Save Sent Items in Microsoft 365 Shared Mailbox

How to Save Sent Items in Microsoft 365 Shared Mailbox, in this article we will check how to Save Sent Items in Microsoft 365 Shared Mailbox.

Microsoft 365 shared mailboxes are invaluable for team collaboration and efficient email management. However, many users encounter a common issue where sent items are not saved in shared mailboxes by default.

Fortunately, there are workarounds available to overcome this limitation and ensure that sent emails are properly archived. In this article, we will guide you through the steps to save sent items in Microsoft 365 shared mailboxes using Outlook, Admin Center, and PowerShell.

How to Save Sent Items in Microsoft 365 Shared Mailbox

There is 3 method to Save Sent Items in Microsoft 365 Shared Mailbox. Below we check all methods one by one –

Method 1: Using Outlook

Step 1: Access the Shared Mailbox

Ensure that you have the necessary permissions to access the shared mailbox. You should have either “Full Access” or “Send As” permissions granted by your organization’s Microsoft 365 administrator. If you lack these permissions, contact your IT department or the mailbox owner to request access.

Step 2: Configure the Shared Mailbox in Outlook

1. Open Microsoft Outlook on your computer.
2. Navigate to the “File” tab in the top left corner of the Outlook window.
3. Select “Account Settings” and choose “Account Settings” from the drop-down menu.
4. In the Account Settings window, click on the “Change” button.
5. Proceed to “More Settings” and go to the “Advanced” tab.
6. In the “Mailboxes” section, click on “Add” and enter the shared mailbox’s email address.
7. Click “OK” to save the changes and close all open dialog boxes.

Step 3: Configure Sent Items Settings

1. In Outlook, go to the “File” tab again and select “Options” from the left-hand menu.
2. In the Outlook Options window, click on “Mail” in the left-hand menu.
3. Scroll down to the “Save messages” section and check the box next to “Save copies of messages in the Sent Items folder.”
4. Click “OK” to save the changes.

Step 4: Send Emails from the Shared Mailbox

Now, when you send emails from the shared mailbox, the sent items will be saved automatically.

1. Compose a new email in Outlook.
2. Click on the “From” field and select the shared mailbox from the drop-down menu.
3. Fill in the email with the desired recipients, subject, and message.
4. Click on “Send” to send the email.

Step 5: Check Sent Items in the Shared Mailbox

To verify that the sent email has been saved in the shared mailbox’s Sent Items folder, follow these steps:

1. Go to the Mail view in Outlook.
2. On the left-hand side, expand the “Folders” pane.
3. Scroll down and locate the shared mailbox’s name.
4. Expand the shared mailbox to see its folders.
5. Click on the “Sent Items” folder to view the sent emails.

By following the above steps you can Save Sent Items in Microsoft 365 Shared Mailbox.

Method 2: Using Microsoft 365 Admin Center

Step 1: Access Microsoft 365 Admin Center

1. Open a web browser and navigate to the Microsoft 365 Admin Center (admin.microsoft.com).
2. Sign in with your admin account credentials.

Step 2: Configure Message Tracking

1. In the Microsoft 365 Admin Center, go to the “Admin centers” section and click on “Exchange.”
2. In the Exchange admin center, select “mail flow” from the left-hand menu.
3. Click on the “Message trace” tab.
4. Configure the desired filters to locate the sent items you wish to save.
5. Click on “Search” to display the results.
6. Select the email you want to save and click on the “Save results” icon.
7. Choose the appropriate folder to save the sent items.

By following the above steps you can Save Sent Items in Microsoft 365 Shared Mailbox.

Method 3: Using PowerShell

Step 1: Connect to Exchange Online PowerShell

1. Launch PowerShell on your computer.

2. Run the following command to connect to Exchange Online PowerShell:

Connect-ExchangeOnline -UserPrincipalName admin@domain.com

Replace “admin@domain.com” with your admin account’s user principal name.

Step 2: Save Sent Items Configuration

3. Run the following command to configure the shared mailbox to save sent items:

Set-MailboxSentItemsConfiguration -Identity sharedmailbox@domain.com -SendAsItemsCopiedTo SentItems

Replace “sharedmailbox@domain.com” with the email address of the shared mailbox.

By following the above steps you can Save Sent Items in Microsoft 365 Shared Mailbox.

Conclusion

By following the steps outlined above, you can configure your Microsoft 365 shared mailbox to save sent items effectively. Whether you choose to use Outlook, Microsoft 365 Admin Center, or PowerShell, these methods provide flexibility and ensure that all team members can access sent emails, promoting collaboration and streamlined communication within the shared mailbox. If you encounter any difficulties or require additional permissions, consult your organization’s IT department or mailbox owner. Experience the benefits of a well-organized shared mailbox that captures all sent communications in one convenient location.

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