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Exchange 2007 Quota Customization (CC/BCC copy to an admin account)

Posted on 2008-06-09
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Last Modified: 2010-04-21
Anyone know of a way to set Exchange 2007 mailbox quota messages to be delivered to multiple recipients when a user exceeds a threshold?

Background:  I work as IT consultant for small business & non-profits.  Many of the companies I deal with have users who ignore the quota messages. They later call wondering why their over-limit mailbox won't accept email.  When asked why they ignored the quota messages, I usually hear something similar to I thought it was SPAM or we assumed you would take care of it.  On some systems, I created a mailbox report that gets sent to an internal manager (these also seem to be ignored).

If you have another idea of how to manage that, I'm open to hearing alternate suggestions.  Was just thinking a CC/BCC of the quote message to the help desk email account would clue us into action on the users behalf.
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Question by:kjkamin
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kunalclk earned 500 total points
ID: 21772425
Yes, You can use Transport Rules for accomplishing this task.
Go to EMC>Organization Configuration> Hub Transport>Transport Rules> Create or Modify any existing rule that you want.

Their are several conditions that you can choose from, It is basically like setting up Rules & Alerts in Outlook, the only difference is that it is done on Exchange Server.

Thanks
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Author Closing Comment

by:kjkamin
ID: 31465522
Excellent suggestion.  It took some time to get the syntax just right, but it worked perfectly after.  Thank you!
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Author Comment

by:kjkamin
ID: 21828535
Solution proposed by kunalclk worked well for our needs.

There's some amazing potential in this and other new features of Exchange 2007.  Just be cautious when implementing that your "rule" isn't too broad.  Our initial attempt resulted in extraneous messages being forwarded unintentionally.  Final rule used the Exchange 2007 quota subjects (there can be up to 7 based on how strict you set the quota system).  To further parse the rule, our version only CC's the admin when a quota message is sent from the Exchange system account to an internal user without the keywords "FW:" or "RE:" (to prevent unintentional spam and a weird infinite loop condition if a user forwarded or responds to the quota notice).
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