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Article ID: 317865 - Last Review: May 1, 2009 - Revision: 6.0

This article was previously published under Q317865

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SUMMARY

When items uch as messages and meeting requests are sent by a delegate, on behalf of a manager, a copy of each item is saved in the delegate's Sent Items folder. This behavior is by design. This article describes how to save sent items to the manager's Sent Items folder instead of the delegate's Sent Items folder.

MORE INFORMATION

Method 1:


For Outlook 2003 a hotfix was developed to implement this functionality with limited changes required on the manager and delegate machines. For more information about the hotfix , click the following article number to view the article in the Microsoft Knowledge Base:
953804  (http://support.microsoft.com/kb/953804/ ) An e-mail message does not appear in a user's mailbox if the e-mail message was sent on behalf of the user by a delegate in Outlook 2003

Method 2:


To save sent items to the manager's Sent Items folder and not the delegate's Sent Items folder, the delegate must be logged on as the manager. This may not be acceptable because of privacy or security concerns. By design, items that are sent by a delegate cannot appear in someone else's Sent Items folder.

A solution is for the manager to grant permissions to their Sent Items folder to the delegate. The delegate can then move or copy the items from their own Sent Items folder to the manager's Sent Items folder after they open the manager's mailbox as an additional mailbox. To do this:
  1. In the Folder List, right-click the Sent Items folder, and then click Properties.
  2. On the Permissions tab, click Add.
  3. Click to select the delegate from the address list, click Add, and then click OK.
  4. Click to select the newly added name, and then click to select the appropriate permission level. Note that the Non Editing Author option is the minimum permission to set.
  5. Click Apply, and then click OK. Repeat the previous steps for the Outlook Today root level folder.

    The delegate can now copy or move items to the manager's Sent Items folder.
To open the manager's Sent Items folder, the delegate needs to add the folder. To do this, follow the steps in the section for your version of Microsoft Outlook.

Outlook 2007

  1. On the Tools menu, click Account Settings.
  2. Double-click the Exchange account, and then click More Settings.
  3. On the Advanced tab, click Add under the Mailboxes section.
  4. Type the e-mail alias of the manager, and then click OK.
  5. Click Apply, click OK, click Next, and then click Finish.

    The manager's Sent Items folder is now listed in the Folder List under Mailbox - <managers name>.

Outlook 2002 and Outlook 2003

  1. On the Tools menu, click E-mail Accounts.
  2. Select View or change existing e-mail accounts, and then click Next.
  3. Click Microsoft Exchange Server, and then click Change.
  4. In the E-mail Accounts dialog box, click More Settings .
  5. On the Advanced tab, click Add under the Mailboxes section.
  6. Type the e-mail name of the manager, and then click OK.
  7. Click Apply, click OK, click Next, and then click Finish. The manager's Sent Items folder is now listed in the Folder List under Mailbox - <managers name>.

Outlook 98 and Outlook 2000

NOTE: Outlook must be installed in Corporate or Workgroup (CW) mode.
  1. On the Tools menu, click Services.
  2. Click to Microsoft Exchange Server, and then click Properties.
  3. On the Advanced tab, click Add in the Mailboxes section.
  4. Type the e-mail name of the manager, and then click OK.
  5. Click Apply, click OK, and then click OK. The managers 'Sent Items' folder will be listed in the Folder List under Mailbox - <managers name>.
For additional information about delegates and permissions, click the following article numbers to view the articles in the Microsoft Knowledge Base:
291626  (http://support.microsoft.com/kb/291626/ ) How to Manage Multiple Exchange Mailbox Accounts
196996  (http://support.microsoft.com/kb/196996/EN-US/ ) OL2000: (CW) How to Manage Multiple Exchange Mailbox Accounts
289993  (http://support.microsoft.com/kb/289993/EN-US/ ) OL2002: Private Meeting Requests Are Not Sent to Delegate Even Though Delegate Can See Private Items
299590  (http://support.microsoft.com/kb/299590/ ) OL2002: Error Message: "You Cannot Schedule a Meeting with <Resource Name> Because You Do Not Have the Appropriate Permissions"

APPLIES TO
  • Microsoft Office Outlook 2007
  • Microsoft Office Outlook 2003
  • Microsoft Outlook 2002 Standard Edition
  • Microsoft Outlook 2000 Standard Edition
  • Microsoft Outlook 98 Standard Edition
Keywords: 
kbexpertisebeginner kbhowto KB317865
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