MS Outlook: Shared Mailbox: Deleted Items

 

How to add a user to the shared mailbox Author list to prevent permanent deletion of emails.

 

By default, a Shared Mailbox does not place deleted email in its own "Deleted Items" folder -items are moved to the Deleted Items folder of the user who made the change. If the user has at least "Author" permissions to the shared mailbox's "Deleted Items" folder, the deleted items will go into the shared mailbox's "Deleted Items" folder.

1. Open Outlook
2. Right click  Deleted Items folder
3. Choose Properties, then Permissions, then click Add

 

4. Set the Address Book to Global Address List - …
5. Enter the name of the person to search for 
6. Click the “arrow” next to the name

7. When the name appears click on it and it will appear next to Add, click OK. You will be returned to the “Permissions” screen.

8. Highlight the name you just added – click the drop-down arrow next to Permission Level
9. Choose Author – the screen to the right tells you the permissions for Author
10. Click Apply

 

Note: to prevent shared mailbox user's from permanently deleting email from the “Deleted Items” folder make the following change.

1. Under “Delete Items” change “Own” to None – the Permission Level changes to Custom 
2. Click Apply
3. The user is now unable to delete any email in the "Deleted Items" folder
4. Repeat steps for each user who accesses the Shared mailbox