move messages sent with the 2nd mailbox’s From address in the Sent Items of the 2nd mailbox

5 pts.
Tags:
Exchange Server
Microsoft Exchange
Outlook 2003
Using outlook 2003 rules I can't find a way to ensures that messages sent with the second mailbox's From address stay in the Sent Items of the second mailbox . Suppose that Outlook user John Doe has access to his personal mailbox and to the additional mailboxes (usually "Info" <info@company.com>, "Sales" <sales@company.com> etc.) on Exchange server. When he replies to or forwards from these mailboxes the message goes into his primary mailbox Sent items folder. I need to ensures that the message sent with the second mailbox's From address stay in the mailbox that it originated from (i.e. the sent message goes to Sent Items folder of the mailbox the item was sent from). I know ther's a commercial add on that should solve the problem, but I'dd like to know if there is another way to accomplish all that using standard futures as rules. I spent lot of times dealing with rules without success. The rule doesn't run automatically. It works only if I run it manully after the message is sent.

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Unfortunately, this functionality is not available in Outlook 2003.

There exists a number of third-party utilities that coukd help. Google for “sent items” “shared mailbox” to find them.

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Configure all the three accounts in same system’s outlook 2003.
Go to Tools  Rules and Alerts  New Rule  Start from a blank rule (don’t use a template)  check messages after sending  next  check in the checkbox “through the specified account” and define account as info@company.com  check in the checkbox “move to a specified folder” and define the sent box of john.doe@company.com  turn on this rule.

Similarly for sales@company.com to john.doe@company.com

Then you need to define another 2 rules that have to run after the above 2 rules to delete the sent item ‘items’ from info@company.com and from sales@company.com

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Alternatively, a workaround for this is to set the mail profile to prompt you for a profile name instead of automatically open with the default profile. (Open the mail icon in the control panel set to classic view, and click the view profiles button to make this change). Open outlook and when the profile prompt comes up select new and add the other mailbox as a separate profile. Then when you want to send from that mailbox select that profile when you open outlook. That way the sent items stay in that mailbox sent items folder.

And also, it costs money, but <a href=”http://www.ivasoft.biz/unisent.shtml”>here</a> is an add-in tool that will also accomplish this without having to change profiles every time you want to send from the other mailbox.

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  • Technochic
    This won't help with sent items, but for deleted items, you can make them stay in the shared mailbox with a registry key edit. registry edit for deleted items
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