[SOLVED] Delegate Send, Drafts & Delete Items Functions on Behalf of Client

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Britonius

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Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
MS says that in all scenarios this is by design to save the other person's items in the Delegates default folders. This is hard to manage even when managing only 1 other mailbox when the other person's items get mixed in with the Delegate's own emails, but we have delegates that manage multiple mailboxes.

  1. You use Outlook 2010 and are a delegate for your manager. An email message that you send on behalf of your manager is saved in your Sent Items folder not His Sent Items folder.

    MS has provided a hotfix https://support.microsoft.com/kb/2181579, unfortunately this means IT has to touch each Delegate machine to get this setup properly, not a good solution as it should be part of the default Outlook Delegate setup.
  2. If you as the delegate create a Draft email (not sent yet) and want to save it in your manager's Draft folder, again to keep the separate, there is no easy way to do that. It automatically saves in the Delegate's Drafts folder by default. We tried moving it from the delegate's folder to the manager's folder, but then the manager does not have access to edit it. So we had to copy it, and then delete the copy from the Delegate's folder. This is crazy as it involved many more steps and is not efficient.
  3. If the delegate deletes an item from the manger's mailbox, it once again goes to the Delegates' Deleted Items folder not the manager's Delete Items folder. Again they should be kept separate as it is not the Delegate's email, and the manager should have access to recover it if needed, which he cannot if it is in the Delegate's folder.

MS's answer on the last 2scenarios, is to give the manager access to the Delegates Draft & Deleted Items folder. So now the Manager basically has to become a Delegate of the Delegate and the Delegate still has to mix all their stuff with their manager's stuff and the manager then has to wade through all the Delegates stuff too to find his stuff. Absurd!
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange

Britonius

Member
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
Thank for your reply.

1. We are setup to use Cached Mode.

2. I think I may have found another simple workaround for this issue. While you have the email open that you saved as a Draft, simply go to File, Move to Folder and select the Manager's Drafts folder (need access to it of course) and it moves it to their folder and does not leave a copy in the Delegate's folder. I think this will work OK.

3. Thank for that info as I was not finding it. Will this registry entry work in cached mode?
 

ivasoft

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Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
1. The hotfix is only needed if you are NOT using cached mode. If you use cached mode, you only need to set the registry - which can be done with a logon script or group policy.

No, in fact this hotfix assumes you are run Outlook in the cached mode.

Here is a quote:

Important After you install the December hotfix package for Outlook 2010 and set the DelegateSentItemsStyle registry value to 1, the functionality is available only when the Exchange account is set to Use Cached Exchange Mode. The DelegateSentItemsStyle registry value does not affect an Exchange account that is configured in Online mode. For more information about enabling Use Cached Exchange Mode, see the following article in the Microsoft Knowledge Base:

 

Britonius

Member
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
Yes, and we are running in cached mode so we simply had to set the registry entry, but as Diane indicated if you are running in non-cached mode then you would need to apply the hotfix. Either way it is fixed via the registry or a hotfix from Microsoft.
 

ivasoft

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Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Sorry if i were unclear. I mean that neither hotfix nor registry change will help if you are running Outlook in onlene mode (Exchange cached mode is OFF).
 

Britonius

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Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
OK, well we are in cached mode and I believe we installed the hotfix and it worked for us. Diane indicates that the hotfix is needed and will work for non-cached mode, but Microsoft in the link I provided in the original post provides a fix for that on the Exchange server as well as follows, although I have not tried it myself:

Note If you must use Outlook in Online mode and your mailbox is located on Exchange Server 2010, the Exchange administrator can configure similar behavior on the server. Update Rollup 4 for Exchange Server 2010 Service Pack 2 introduces a new Exchange PowerShell commandlet to configure which Sent Items folder a message is copied to. Because this new feature is handled by the Exchange server, Outlook can be configured for Online or Cached Exchange Mode. However, the Exchange server feature only works if the Outlook DelegateSentItemsStyle registry value is disabled.
 

Britonius

Member
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
Re: Delegate Send, Drafts & Delete Items Functions on Behalf of Client

Diane, are you able to mark this one as Solved as I don't have that option. Maybe because it's on the Wish List.

- - - Updated - - -

Diane, are you able to mark this one as Solved as I don't have that option. Maybe because it's on the Wish List.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: Delegate Send, Drafts & Delete Items Functions on Behalf of Client

Hm. You're right, it can't be marked as solved. I'll check the forum settings - no real reason why wishlists can't be solved once the wish is granted. :)

- - - Updated - - -

Hm. You're right, it can't be marked as solved. I'll check the forum settings - no real reason why wishlists can't be solved once the wish is granted. :)
 
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