Overview
Users may notice that their computer, especially after they receive a new one, does not delete emails from a shared account (such as Student Records, or Eval Trans) to the shared Deleted folder but instead puts the deleted items in their personal deleted folder. The same issue with Sent items from a shared account. This documentation shows how to fix this issue so that sent and deleted items from a shared account populate in the respective folders for the shared account and not the user’s personal folders.
How to:
1. Completely close out of Outlook.
2. Search and run REGEDIT.
3. When the User Account Control window pops up, select ‘Yes’ to run the Regedit.
For Deleted Items
4. To set Outlook to put emails deleted from a shared account into the shared Deleted folder, follow the following path: HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Options\General
NOTE: Should a folder such as Options or General not exist, you can create one (How-to of this is shown at the end of this documentation).
5. In the General folder look for the DWORD value titled “DelegateWastebasketStyle”. If this value does not exist you will need to create it. If it does exist, ensure it has a value set to 4.
6. To create the DelegateWastebasketStyle value, right click on the General Folder, or in the whitespace of the right hand pane.
7. Select New, then DWORD (32-bit) Value.
8. This will create a new DWORD value that you will need to rename. Type the name in as DelegateWastebasketStyle stylized exactly as shown: All one word with no spaces with the first letter of Delegate, Wastebasket, and Style all capitalized.
9. Once you have renamed the value, double-click (or right click and select Modify) on the name and it will allow you to edit the properties of it.
10. Ensure that the Value Data is set to 4.
11. Leave the Base as the default of Hexadecimal. Select OK to save.
For Sent Items:
12. To set Outlook to put emails sent from a shared account into the shared Sent folder, follow the following path:
HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Preferences
NOTE: Should a folder such as Preferences not exist, you can create one (How-to of this is shown at the end of this documentation).
13. In the Preferences folder look for the DWORD value titled “DelegateSentItemsStyle”. If this value does not exist you will need to create it. If it does exist, ensure it has a value set to 1.
14. To create the DelegateSentItemsStyle value, right click on the Preferences Folder, or in the whitespace of the right hand pane.
15. Select New, then DWORD (32-bit) Value.
16. This will create a new DWORD value that you will need to rename. Type the name in as DelegateSentItemsStyle stylized exactly as shown: All one word with no spaces with the first letter of Delegate, Sent, Items, and Style all capitalized. Ensure that the word Items is plural.
17. Once you have renamed the value, double-click (or right click and select Modify) on the name and it will allow you to edit the properties of it.
18. Ensure that the Value Data is set to 1.
19. Leave the Base as the default of Hexadecimal. Select OK to save.
20. Exit out of the Regedit. To test this change, open Outlook and send a test email from a shared folder to see if the sent item now populates in the shared sent folder. Additionally, delete a test email from a shared folder to see if the deleted item now populates in the shared deleted folder.
To add a folder that does not show (Such as General, Preferences, etc.):
1. Select the folder immediately preceding (ex. If you are trying to create the General folder inside of the Options folder, select the Options folder).
2. Right click and select New, then Key.
3. This will create a new ‘folder’, name it the desired name. In this example, that would be the new folder you are attempting to create “General”.
4. From here proceed with the previous steps of creating the DWORD values in the folders.