Allow to see private emails in shared mailboxes in outlook (in OWA you can see them)
On shared mailboxes in office 365 emails that are flagged by the sender as private are hidden. In OWA they are visible.
Users having full access to the shared mailbox do not see emails sent with a private flag - and they do not get informed about it. The emails are just silently hidden by outlook without any further notice. Quite stupid, for a shared mailbox (e.g. incoming orders!)
We discovered that by coincidence: Our users were concerned because the number of unread emails was increasing - although there were no unread emails visible for them.
If they open the same mailbox in OWA, they can actually SEE the private email!
Get consistent behavior between OWA and Outlook.
Let an administrator configure right to see the private messages on shared mailboxes.
Jan Spallek commented
I have opened a ticket for this bug and received an official answer from the product group.
They have a bug ticket for this opened.
But as it is difficult to solve and has a working workaround they are currently not considering it to be fixed.
Only if this uservoice entry get more votes it could be considered for fixing
It'd be nice for a menu option, but I did have to do this and found a workaround that you can do via Powershell.
#MSOnline module must be installed. "install-module msonline"
#1 Connect to MSOnline services
#2 Connect to Exchange Online
$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
Antonio Silvio commented
The problem did'nt fix yet :-(
Adam Gilpin commented
2 1/2 years later is there still no fix for this?
only nasty fudges that involve logging into each shared mailboxes' calendar manually and adding all delegates with private view enabled.
hopefully there's a powershell option by now but finding those seems about as productive as mining for bitcoin
Has there been any Microsoft engineering resources looking in to this? This has become an operational issue with internal teams providing support needed to external customers that often send Private emails.
Jay Gough commented
This has just reared its head for us as well. I'm surprised that Microsoft still haven't got this sorted after so many posts and votes. O365 support just directed me to this page because apparently they need votes before their engineers will do anything. I dont see why there would be a difference between Outlook and OWA being able to see these messages. Its ridiculous.
Amazed this has just reared its head for us. This is so obviously a bug in handling of permissions and sensitivity setting. It should apply to delegated mailboxes and not Shared Mailboxes, and should be handled the same regardless of how I access the mailbox with my credentials.
Can't really blame Microsoft for not getting on top of these bugs, as they need to ensure they have enough headcount working on the Start Menu UI.
This is causing us problems as well. The only indicator is the unread messages counter doesn't match up. Is this a new phenomenon as we've been using shared mailboxes for years and never come across this before? Or is it just that people are using sensitivity settings more due to GDPR, etc?
Either way, this needs to be resolved quickly. The work around is not practical in large organisations. If we can see them through OWA, they must be allowed to be viewed in Outlook desktop too.
Microsoft please fix this urgently!
Should also apply to Outlook 2016
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I hope Microsoft will fix the issue as the steps below is troublesome. We have a lot of shared mailbox and I don't want to waste my time to follow the workaround.
Junie Sng commented
Please get consistent behaviour between the Outlook client and OWA.
It doesn't make sense. A shared mailbox is shared, so everyone that is delegated to this shared mailbox can login the OWA and see those 'private'-mails.
If it does show up in OWA, why doesn't it show up in the Outlook client?
There should at least be an option for admins to control this.
Nick van Strien commented
agreed with this users comment:
We can't have users looking for unread items in Outlook and OWA on the off chance there is an item marked as Private. This is just daft behaviour. We need the option to disable the Private flag in a shared mailbox - the default is unworkable - the workaround of converting to a User mailbox and then giving Delegate Access the ability to see Private items is no good . There should be a Powershell cmdlet "Set-Mailbox -IgnorePrivate $true"
Or default behaviour should be different for mailbox type shared.
There is nothing private in a shared mailbox!
Steven Underwood commented
Our users see an unread message count, but can not see the message. The fix to convert to a regular mailbox, delegate with private and convert back worked, but we have almost 200 shared mailboxes.
Please put a request into the developers to include an option to allow administrators to allow private messages to be delivered to shared mailboxes in Outlook. It can even be off by default if there are security questions.
Drew DiAngelo commented
Bump. Please fix.
Rob Traynere commented
You can resolve this with a transport rule, FYI.
Have it target emails sent to an OU / Security Group containing all shared inboxes, and have it modify the message to remove the private flag.
Also should have it modify the subject line to show modification to end users and possibly auto-reply to sender letting them know private flag was removed.
Chris Cox commented
I have a similar issue but regarding private calendar appointments.
When i migrated from Exchange 2010 to Exchange online, all seemed to go great, but months later a user has noticed a major issue.
Under 'Resources' -> 'Rooms' i converted our Meeting Room and Boardroom mailboxes into a room (resource).
If i send an appointment to the room it logs the appointment in the calendar of the room.
If i send an appointment that is marked as 'Private' it shows in the room calendar as a Private Appointment.
I know your thinking 'yeah and....'
What has changed is that when on Exchange 2010, the appointment would show the organisers name so we knew who the appointment was made by but didn't show the subject line or the body of the appointment (couldn't actually click into it either).
Now in Exchange online, it has automatically set the 'RemovePrivateProperty $false' meaning that it shows as a private appointment but no one can see who made the apppointment. If i set to $true the appointment is visible to all and so is the content.
So if tried setting the 'deletecomments' and 'deletesubject' and 'addorganisertosubject' and these all work however it's not the right solution.
What i want is that if someone sends a normal appointment, all the fields are available to view.
If someone sends a private appointment, they only see who the organiser is and nothing else.
Has anyone else had this issue and found how to resolve it?
Many thanks in advance all!
Jonathan Khor commented
There are legitimate reasons for using private email messages. The feature to allow shared mailbox delegates to view these items was available in on-premise Exchange. Why is it now being crippled in Exchange Online? Disappointing.