Relevant Products: Signature Manager Exchange Edition | Exclaimer Cloud - Signatures for Office 365
You send messages from a shared mailbox - you have Send-As permissions and send the message from another user. A signature is added to the outgoing email, but when you view the sent message in the Sent Items folder, no signature is present.
Exclaimer uses a Sent Items Update feature to store sent messages (in your Sent Items folder) exactly as they were received - i.e. showing the message and the appropriate signature that was applied after signature/mail disclaimer policies were applied. The Sent Items Update feature can be configured to:
- Only store sent items with signatures applies
- or -
- Store your original message AND a copy of that message with signatures applied
However, when you send a message from a shared mailbox, that message is saved in YOUR Sent Items folder, not the Sent Items folder associated with the shared mailbox.
No information about the sender is passed along with the sent message when using the Send As option; this means that Exclaimer cannot identify who's Sent Items folder the message has been saved to, so the message cannot be updated using Sent Items Update.
You can change the mailbox that items sent from a shared mailbox are saved to. Use one of the methods below to change settings and place sent items in the associated Sent-As mailbox:
- Method 1: Set a registry value on the Outlook client
This method allows users to make the change themselves, and needs to be completed per user (i.e. for anyone using the Send-As option). It ensures that sent items are placed in the associated Sent-As mailbox, instead of the sending user's Sent Items. This method requires Outlook to be running in cached mode.
- Method 2: Configure the mailbox to save a copy of the message to the Sent Items folder of the shared mailbox for an on-premises Exchange Server
This method allows an administrator to apply the setting to the mailbox, meaning that anyone using the Send-As option for that mailbox will have a copy of the sent item placed in their own Sent Items folder AND a copy will be placed in the associated Sent-As mailbox. This method does not require Outlook to be running in cached mode.
Method 1: Set a registry value on the Outlook client
In this method, you set the DelegateSentItemsStyle registry value on the Outlook client, to change which Sent Items folder is used.
To update the Windows registry:
1. Access the registry editor (start > run > regedit).
2.Locate and then click the following registry subkey:
Where the x.0 placeholder represents your version of Office (16.0 is Office 2016, 15.0 is Office 2013, 14.0 is Office 2010).
3. From the Edit menu, New > DWORD Value.
4. Type DelegateSentItemsStyle and press Enter.
5. Right-click DelegateSentItemsStyle and select Modify.
6. In the Value data box, type 1.
7. Click OK.
8. Exit Registry Editor.
Method 2: Configure the mailbox to save a copy of the message to the Sent Items folder of the shared mailbox in Exchange Online or in on-premises Exchange Server (Updates both sent items folders). This method can only be used on Exchange 2010 SP3 and above, Exchange 2013 CU9 and above, Exchange 2016.
1. Run the Exchange Management Shell.
2. Run the following command:
Exchange 2010 SP3+
Exchange 2013 CU9+, Exchange 2016, Exchange 2019 and Exchange Online