Forum Discussion

Brass Contributor

Jun 06, 2020

Not Saving/Deleting Sent item

Hi, I have setup a scanner to email the scanned document to user. However the sent documents is stored under the "sent" item in OWA. This leads to privacy concern. Is there anyway to whether b...

outlook on the web

VasilMichev

MVP

Jun 07, 2020

Depends on how exactly you have set up the device/relay, generally speaking if you're using the "client submission" method, that's the expected behavior. See this article for comparison between the different methods: https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-office-3#compare-the-options

You can simply stamp a retention tag on the Sent Items folder for said mailbox and have the items deleted periodically.

cllee

Brass Contributor

Jun 08, 2020

VasilMichev

Not sure whether i understand the link correctly. I did not use a connector/relay to setup the scanner.

I just enter the O365 SMTP info with the user authentication. Is that the "client submission" method that you mentioned?

Thanks.

VasilMichev
MVP
Jun 08, 2020
Yup, you're effectively logging in as the user, thus messages go by default to the Sent Items folder.
- cllee
  Brass Contributor
  Jun 09, 2020
  VasilMichev
  
  Is there a way/workaround for this submission method?
  Or even from the administrator side, like creating mail flow or anyway to delete the saved items for the particular mailbox?
  
  Thanks.
  - VasilMichev
    MVP
    Jun 09, 2020
    No, that's a change MS introduced a while back: https://techcommunity.microsoft.com/t5/exchange-team-blog/changes-coming-to-the-smtp-authenticated-submission-client/ba-p/607825
    
    As mentioned in my original reply, a retention policy can get rid of those messages for you.