Relevant Products: Signature Manager Exchange Edition | Exclaimer Cloud - Signatures for Office 365
WARNING! From 1st April 2021 Exclaimer will no longer be renewing any Software Maintenance Agreement (SMA) for Mail Disclaimers.
Please be assured that the Exclaimer Support team will provide support until your SMA is active.
However, we recommend that you contact the Exclaimer Sales team to discuss your requirements for an upgrade to Signature Management Exchange Edition or Exclaimer Cloud - Signatures for Exchange.
You have Send-As permissions that allow you to send messages to another user from a shared mailbox. Although, a signature is added to the outgoing email, but when you view the sent message in the Sent Items folder you notice the signature is not present on the email.
Exclaimer uses a Sent Items Update feature to store sent messages (in your Sent Items folder) exactly as they were received, that is, showing the message and the appropriate signature that was applied (after the signature/mail disclaimer policies were applied).
The Sent Items Update feature can be configured to:
- Only store sent items with signatures applied
- Store the original messages AND a copy of those messages with signatures applied
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.
To resolve this issue, you can change the mailbox that items sent from a shared mailbox are saved to.
To change the settings and place sent items in the associated Sent-As mailbox, you can use any one of these methods below:
Set a registry value on the Outlook client to allow users to make the change themselves. This needs to be completed per user (that is, for anyone using the Send-As option). It ensures that the sent items are placed in the associated Sent-As mailbox, instead of the sending user's Sent Items.
This method requires Outlook to run in cached mode.
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; this means 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 run in cached mode.
Setting a registry value on the Outlook Client
To change which Sent Items folder is used, set the DelegateSentItemsStyle registry value on the Outlook client.
We strongly advise you to back up the Windows registry before any modifications are made - in doing so you will have the option to restore the backup if a problem occurs.
For more information, see How to back up and restore the registry in Windows.
To update the Windows registry:
- Launch the RegEdit (Registry Editor).
- Browse to the following registry subkey:
HKey_Current_User > Software > Microsoft > Office > x.0 > Outlook > Preferences
Where, x.0 represents your Office version (example: 16.0 is Office 2016, 15.0 is Office 2013, 14.0 is Office 2010).
- From the Edit menu, select New then select DWORD (32-bit) Value.
- Enter the DWORD name as DelegateSentItemsStyle and press [Enter].
To edit the value, you can either right-click the DelegateSentItemsStyle and select Modify or double-click DelegateSentItemsStyle.
The Edit DWORD (32-bit) Value window is displayed.
- In the Value data box, type 1.
- Click OK to save the changes and close the window.
- Restart Outlook for the change to take effect.
Configuring 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 updates both the Sent Items folder.
You can configure the mailbox only on the following:
- Exchange 2010 Service Pack (SP) 3 and above
- Exchange 2013 Cumulative Update (CU) 9 and above
- Exchange 2016
To configure the mailbox, you need to:
Run the commands
See below for more information, on how you can:
Install the Exchange Online PowerShell module
Connect to Exchange Online
Office 365 Global Administrator credentials
To run the commands:
- For Exchange 2010 SP3 and above, open Exchange Management Shell then run this command:
Set-MailboxSentItemsConfiguration <mailbox id> -SendAsItemsCopiedTo SenderAndFrom
- For Exchange 2013 CU9 and above, Exchange 2016, Exchange 2019 open Exchange Management Shell then run this command:
set-mailbox <mailbox id> -MessageCopyForSentAsEnabled $True
For more information, see Prepare Active Directory and domains for Exchange Server.
To Install the Exchange Online PowerShell V2 module:
Open the Windows PowerShell and run this command as an Administrator:
Install-Module -Name ExchangeOnlineManagement
Confirm that you want to install this PowerShell module.Note: For additional installation options, see ExchangeOnlineManagement.
To connect to Exchange Online:
- If you have Multi-Factor Authentication enabled, run this command:
Connect-ExchangeOnline -UserPrincipalName <UPN> -ShowProgress $true
In <UPN> enter your username.
- If you don't have Multi-Factor Authentication enabled, run this command:
Connect-ExchangeOnline -Credential $UserCredential -ShowProgress $true
When prompted, enter your password (and the Multi-Factor Authentication verification code if required).