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How can i change the default Reply To address in Outlook on Exchange.

Posted on 2008-10-02
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Last Modified: 2010-04-21
In our company we want to change the mailflow to our developers (7 in total). All mails should be received by the planner@company.com mail-address. Developers should still be able to receive internal e-mails, they also must be able to send external e-mail, but the sending address should be planner@company.com.

We wanted to do this as follows.
In the Users & Computers MMC we want to remove the user@company.com address, set the user@company.local as the default SMTP-address. This way the developers can still comunicate with everyone in the company. The next step is to set the smtp-addrress user@company.com as an extra SMTP-address for planner@company.com
With this situation we can let all developers mail internally, and all mail sent to them is received by the planner, (who then redirects the mails if necessary).
On the clientside (Outlook 2003) we wanted to set the "Send reply-to address = planner@company.com. But this option is not available in Outlook when connected to exchange, dropping them to pop/smtp ect is not an option.
Also instructing the developers to manually keep changing the MAIL FROM (Send on behalf) will most probably not work, the chance that it will sometimes be forgotten will be too big.

Research on the net didn't yet produce an answer,

Clients run XP and Outlook 2003. (Outlook 2007 is available if needed). Servers all run  Windows 2003, Exchange is 2003 with SP2.  
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Question by:maduropa
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Accepted Solution

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robrandon earned 2000 total points
ID: 22623327
How about creating a "planner@company.com" mailbox that all 7 of your users have access to?  They would open that mailbox as their primary mailbox, but also have Outlook open their individual mailboxes as additional mailboxes.  They would then see emails for both, be able to send from "planner" by default, can choose to send from their own, by specifying the Send As with their own name, and have a single repository for messages sent to "planner".

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Author Comment

by:maduropa
ID: 22623612
@robrandon,

it is preferred that the developers do not see the mails received by planner directly.
The planner is another person who plans all the projects they are working on. The external e-mails often distracts the developers workflow so projects get finished beyond the deadlines. Also, the demands and changes from customers will be tracked better.

But I do see a possibity in your idea.
Create a second mailbox named 'plan' and use it like you described, , but let exchange forward all incoming messages from 'plan' to planner.

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Expert Comment

by:robrandon
ID: 22623647
Yes, that would work.  Have the "planner" mailbox that they all open, configured in AD to forward all emails to your Planner Person's mailbox, and set to NOT leave a copy in the mailbox.

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Author Comment

by:maduropa
ID: 22633363
we have implemented the solution today, everything is fully functional.
Thanks for the quick and clear input.

I even think this solution fits another requirement,
they also wanted a calendar that warns (with a pop-up) the whole team if, for example, a certificate must be renewed.
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Author Closing Comment

by:maduropa
ID: 31502734
quick and the right solution, no difficult rules or ground (or law) breaking 3rd party tools, this must be what K.I.S. stands for :)
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