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Disabled Account Sending Email

Posted on 2007-11-30
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Last Modified: 2010-04-21
I have a windows domain with active directory and an exchange 2003 server. One of the users left the company, so I disabled his account and changed his password. I keep the account in case someone needs to retrieve an email. Anyhow, the other day I happened to notice that there was an email waiting in the exchange queue to be delivered, and it was sent from this guy's account. I used the message tracking center in the exchange system manager, and through out the day his account is sending mail. I, of course, am worried about this. I have his computer and wiped and reloaded the hard drive for the next person that will take his place. I am trying to figure out where these emails are being sent from. Is there a good way to try and track something like this?
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Question by:JeffBeall
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mmcodefive earned 125 total points
ID: 20383870
If you disabled that account no one should be able to get into it. Does someone have send on behalf rights to that account? It would show up in the manager as being sent from that account while someone is sending form an active account.
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by:Sembee
Sembee earned 125 total points
ID: 20383879
Did you check for any rules on the account that could be forwarding email out?

Simon.
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Expert Comment

by:rhinoceros
ID: 20383907
Granted "Send on behalf" permission of left staff account to somebody ?
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by:mmcodefive
ID: 20383947
rhinoceros read my comment ;-)
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by:rhinoceros
ID: 20384023
I think it is timing problem

No answer in there when I am posting  :)
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by:geniph
geniph earned 125 total points
ID: 20384234
One thing I do when I disable an account is to also change the user's email address; I add disabled- to the start of it.  That does two things: it prevents that mailbox from continuing to receive emails, and it also makes it very quick to identify them to prevent this kind of thing.
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Author Comment

by:JeffBeall
ID: 20384421
i like the "change the user's email address" idea. I am curious about how to find the "Send on behalf" thing. is that buried somewhere in the active directory users and groups?
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Expert Comment

by:mmcodefive
ID: 20386166
It is a permission you can grant to a user. Re enable that user and look at the security tab there your going to have send as permission. There is also send on behalf permission in AD. Click on the Exchange Genral tab then Delivery Options, you will have send of behalf on top.
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Assisted Solution

by:SteveH_UK
SteveH_UK earned 125 total points
ID: 20387476
This can also happen if the user put an out-of-office notification on.  They may still be receiving junk e-mail unless you changed the e-mail address, and then the junk mail results in an out-of-office response.

Best advice, when you close an account, change the e-mail address.  One good choice is to add .local or .internal to the end of the domain, e.g. "user@domain.com" changes to "user@domain.com.local".  You can also change the send and receive limits on the mailbox using AD Users & Computers.
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Author Closing Comment

by:JeffBeall
ID: 31411974
Thanks for the help. The account is no longer sending emails. I like the other suggestions. It gave me ideas on how to better handle disabled accounts.
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