I'm dealing with a tricky situation involving our CEO's email management. He has two mailboxes: one daily mailbox that his Executive Assistant (EA) and Executive Officer (EO) can access, and another confidential mailbox meant strictly for his eyes only. The challenge arises when sending emails from the confidential mailbox; previously, emails sent as or on behalf of the CEO would end up in the sent items of his daily mailbox, which allows the EA and EO to see those communications. I've disabled the 'Send as' and 'Send on Behalf' features in Exchange Online for now, but I'm looking for a solution that prevents any copies from saving to the daily sent items. Is there an option to bypass saving these sent emails to his daily mailbox when using the shared mailbox?
5 Answers
You might want to look into using a Power Automate flow. It could automatically remove sent emails from the daily sent items after they're sent from the confidential mailbox. It’s a bit of a workaround, but it could help keep things organized.
From what you’re describing, you want replies from the confidential mailbox to only save to its sent items. Check out the guide I found; it goes into detail on how to manage sent mail in these situations, including some registry keys that might be beneficial. It’s crucial to make sure that responses do not get saved to the daily inbox.
Check the 'MessageCopyForSentAsEnabled' setting; toggling this might help prevent copies from being saved to the daily mailbox. Here's a link with more info: https://learn.microsoft.com/en-us/troubleshoot/exchange/user-and-shared-mailboxes/sent-mail-is-not-saved. This could be a good fix for your situation!
Have you thought about setting up a separate login for the confidential mailbox instead of linking it to his daily account? This could help ensure that any sent items stay within the confidential mailbox and don't show up in his primary inbox.
It sounds like you're facing a common issue. If the CEO is the only one with access to the confidential mailbox, the sent items shouldn't matter much to others. However, if they need to be kept private, consider separating the accounts completely. His EA and EO shouldn't have access to the confidential emails in the first place. That's one way to solve the problem.
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