Outlook 2007 rules
In an effort to stay compliant with licensing on our Exchange 2007 server, we are eliminating mailboxes from terminated employees and forwarding their mail to their managers. Here is my situation:
1 – Forward all email for 60 days to the manager and export mailbox data to PST and provide to manager. I also set up “out of office” rule to reply with, “…address all future emails to said manager….”.
2 – After 60 days I will delete the mailbox and assign the terminated employees SMTP address to said manager for future emails as requested. In some case this is needed due to the position or client contacts of the terminated employee.
3 – Managers want to be able to identify when an email comes in to the terminated employee within their Outlook 2007 client.
Since Exchange allows numerous SMTP addresses to a single mailbox this is not a problem. The challenge is I can’t identify it from the Outlook side. If Joe Smith (joesmith@xyz.com) is also using Betty White’s old SMTP address (bettywhite@xyz.com), any email sent to Betty only shows up as Joe Smith in the To: field.
I was hoping to create an Outlook rule so that any email sent to bettywhite@xyz.com, would be placed into a specific folder once received. Unfortunately I cannot find a way to do this. I tried using the rule, “with specific words in the recipient’s address”, but this only allows me to select Joe Smith…not bettywhite@xyz.com.
Any suggestions?
1 – Forward all email for 60 days to the manager and export mailbox data to PST and provide to manager. I also set up “out of office” rule to reply with, “…address all future emails to said manager….”.
2 – After 60 days I will delete the mailbox and assign the terminated employees SMTP address to said manager for future emails as requested. In some case this is needed due to the position or client contacts of the terminated employee.
3 – Managers want to be able to identify when an email comes in to the terminated employee within their Outlook 2007 client.
Since Exchange allows numerous SMTP addresses to a single mailbox this is not a problem. The challenge is I can’t identify it from the Outlook side. If Joe Smith (joesmith@xyz.com) is also using Betty White’s old SMTP address (bettywhite@xyz.com), any email sent to Betty only shows up as Joe Smith in the To: field.
I was hoping to create an Outlook rule so that any email sent to bettywhite@xyz.com, would be placed into a specific folder once received. Unfortunately I cannot find a way to do this. I tried using the rule, “with specific words in the recipient’s address”, but this only allows me to select Joe Smith…not bettywhite@xyz.com.
Any suggestions?
Since Exchange allows numerous SMTP addresses to a single mailbox this is not a problem. The challenge is I can’t identify it from the Outlook side. If Joe Smith (joesmith@xyz.com) is also using Betty White’s old SMTP address (bettywhite@xyz.com), any email sent to Betty only shows up as Joe Smith in the To: field - Yes it will because it checks the AD account and Primary email address and hence deliver with that details :(
The Header of the Email still should show the TO as bettywhite@xyz.com so you can create a rule in OUtlook with Header information :)
- Rancy
The Header of the Email still should show the TO as bettywhite@xyz.com so you can create a rule in OUtlook with Header information :)
- Rancy
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Many thanks Rancy. This was exactly what I was looking for.
I would think managing this from the server if possible would be the best way.