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Accepted meetings not in sent folder

Chris Shea 0 Reputation points
2026-06-03T21:18:48.85+00:00

When I accept meetings for my boss, they are not in my sent folder and I am his delegate

Outlook | MacOS | New Outlook for Mac | For business
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  1. Teddie-D 16,800 Reputation points Microsoft External Staff Moderator
    2026-06-04T02:36:44.04+00:00

    Hi @Chris Shea

    To help narrow down the issue, could you please provide more details:

    -Does the meeting request disappear from the Inbox after you accept it, but no acceptance message appears in your Sent Items?

    -Could you check whether the meeting response appears in Outlook on the web (OWA)? Specifically, after accepting a meeting on behalf of your boss, do you see the acceptance message in the appropriate Sent Items folder there?

    -Has this delegate calendar arrangement worked normally in the past, with meeting responses being saved as expected, or have you only recently been granted access to this calendar or had your delegate permissions changed?

    -Could you also provide your macOS version and Outlook version (Outlook > About Outlook)?

    Please know that while our initial response might not resolve the issue right away, your input is incredibly valuable. With a bit more detail, we’ll work together to find the best solution for you.         

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

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  2. AI answer

    2026-06-03T21:19:02.2866667+00:00

    Accepted (or declined) meeting responses that a delegate sends on behalf of a manager are meeting-related messages, and Exchange does not require or rely on “send on behalf of” permissions for those to work. However, those responses are not treated like normal email and are not guaranteed to appear in the delegate’s Sent Items folder.

    By design, the key behavior is:

    • Delegates can send and respond to meeting requests on behalf of the calendar owner without “send on behalf of” permission.
    • This does not imply that every meeting response will be stored in the delegate’s Sent Items; storage behavior for meeting-related items is different from regular mail and is focused on updating the organizer’s/attendees’ calendars and tracking, not on keeping a copy in the delegate’s Sent Items.

    In other words, the absence of accepted meetings in the delegate’s Sent Items is expected behavior and not a permissions or configuration error.

    If tracking what was accepted on behalf of the boss is required, use the boss’s calendar and meeting tracking (Responses/Tracking tab) as the source of truth rather than relying on the delegate’s Sent Items.

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

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