SMTP Relay via Office 365 - Keep copy in Sent Items
When using SMTP relay from on premise software or device, Office 365 does not keep a copy of the email in the Sent Items folder - if the from address is a valid/licensed internal mailbox or shared mailbox (e.g. quotes@... / orders@...)
This feature is available from competitors (e.g. Google)
When using an internal system to send emails e.g. quotes, orders etc, it is essentail to keep a copy in the sent items folder for CRM purposes!
The only alternative is to BCC the email to an internal mailbox and this adds a lot of email management and frustration for the users.
This behaviour has been added to Office 365.
Note that this is specifically for SMTP AUTH client submissions.
SMTP Relay actually refers to relaying emails from your emails servers using a mail flow connector in Office 365.
Daniel Ferreira commented
If you use a Shared Mailbox, this option doesn't work using SMTP Relay, but works if you use SMTP Authentication and you can enable and disable to keep in sent items folder.
In my option is importante to activate the option to keep sent items if using SMTP Relay!
Since it doesn't seem like Microsoft is going to provide this option I found a way to take care of the problem. Take a look at Microsoft Flow which is part of your Office 365 subscription. Set up a flow that looks like this:
When a new email arrives: Folder: Sent Items, From: Names of relay senders.
Delete email: Message Id: select Message Id from dynamic content list.
Works great here and got me interested in what else I can do with Flow.
Thanasis Pagidas commented
Could you please disable this "feature"?
Dan Christensen commented
Please add a way to disable this "feature"! If you agree, please vote for
This feature is available now!
This was added Sept 1, 2018. However now there is no way to disable keeping a copy in sent!
Costas Paralas commented
SMTP relayed emails stored in Sent folder is a big problem to us. This started over the last few days! We use accounts that relay hundreds of emails daily, causing Office 365 mailboxes to fill up quickly. We keep these emails in another email system, no need to have them in Office 365 too. Is there a plan to provide with an option to change this behavior?
Since September, we've noticed copies suddenly appearing. Has this just been implemented?
I opened a new UserVoice to add an option to turn this off. Please upvote here:
Add an option to turn OFF keeping a copy of SMTP relayed messages in sent items.
Adding a feature requested is a blessing, but its unreasonable to change common behavior for everyone without adding a on/off button.
Where is the option to turn this off! It's fine that a few users want it, but for those of us who don't it's a mess.
Scott B. commented
This should be able to be disabled as its quickly filling up sent items with unwanted emails. Please let us know when this can be disabled!
It seems to work... Can I please turn it off?
My personal mailbox, which is hosted for some automatic mail purpose, is full with Sent Items
Mike R. commented
I would very much appreciate the ability to disable this new feature for the mailbox or organization. Please give us a powershell to do this.
Krishna Mohan commented
Any update on this?
John Engholm commented
Any updates from Microsoft on this? We will have to switch back to GSuite if it isn't fixed.
I'm sure this has high priority at Microsoft......
This is an urgent requirement for us as well. Please implement at the earliest.
We recently migrated from GSuite to Office365, and GSuite does store the copies in sent items. We are finding it difficult to track some of the emails which we used to do earlier.