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Exchange shared mailbox settings

Posted on 2016-07-18
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Last Modified: 2016-07-19
I have setup a mailbox in Exchange Server 2010. I have four users who view this mailbox. When they delete or send email, the email will go into their sent and/or deleted folder. Is there a setting that will allow the email to stay in the "shared" mailbox folders, instead of moving to the users mailbox?
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Question by:si-support
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Expert Comment

by:Simon Butler (Sembee)
ID: 41717880
The easiest way to do this is to setup the mailbox in Outlook as an additional ACCOUNT.
This is instead of as an additional mailbox.

Go through the New Account wizard, enter the email address of the shared mailbox ONLY, no username/password required. Autodiscover will do the rest.

This also gives you full access to the mailbox - so rules, signatures etc.
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Author Comment

by:si-support
ID: 41717889
Hello Simon, thanks for the comment. This will allow all email to remain in the email box and not be moved into the user who is access the shared mailbox?
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Expert Comment

by:Simon Butler (Sembee)
ID: 41719105
All email stays in the original mailbox it was delivered to, unless a user moves it (you cannot stop that).
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Author Comment

by:si-support
ID: 41719128
I do not think I am providing all information, or we have a strange setup in our environment. Let me provide more details in the hope you can help me. We currently have a user mailbox setup say we call it "dispatch". This will be a new mail user in exchange. Bob smith wants to view email from dispatch, IT provides full access permissions to dispatch mailbox for Bob. Bob reads email and deletes it, that email currently goes into Bob Smith's deleted items. What my goal is( or what I hope to achieve) , is to get that email to stay in dispatch's deleted items even if Bob deletes it. Is this possible?
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Accepted Solution

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Simon Butler (Sembee) earned 500 total points
ID: 41719347
If you add the shared mailbox as an additional ACCOUNT, as I have outlined, everything that happens in that mailboxes stays in that mailbox. Deletions, moves, new email, sent email.
Be aware that Read/Unread is not per user - so if user 1 reads the email, it shows as read for user 2, 3 and 4.
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