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Exchange Server 2003: Approving all in/out email prior to delivery.

Posted on 2009-04-14
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Last Modified: 2012-05-06
I am trying to setup some email accounts that have to be closely monitored.  Specifically, I need to be able to approve any emails these users send before it leaves my exchange server (2003).  Also, I want to review all incoming email for those users prior to delivery.  

I've tried this but I'm stuck now:
--Created a mailbox (allmail) and having all incoming email delivered to that mailbox but I'm unable to then forward the approved message to the respective user's inbox since I am forwading email to my newly created (allmail) mailbox.  It's a loop.  
How do I deliver approved email to the user?  I have 5 email accounts I need to review.

Then, how do I review (approve/disapprove) all the email they create?

   
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Question by:ATC-SyTech
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Expert Comment

by:zelron22
ID: 24142264
If you have outlook 2007 you can do this for outbound: http://www.office-addins.com/-outlook-addins/send-if-approved.html

Do you really need to approve inbound email before it's delivered?  If not, you can just set forwarding in AD Users  and Computers for each of these users to forward  to you and also deliver to them.

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Author Comment

by:ATC-SyTech
ID: 24147805
Thanks zelron22,  
All my users are still on Office2003 but I did see another outlook addin yesterday but it wasn't quite what I am looking for.
These users are going out of country and some export rules apply here.  This is why I need to approve.

I setup the forwarding but when I then approval the email I can't send to their mailbox because I have all incoming email forwarding to another mailbox.

Thoughts?
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Expert Comment

by:zelron22
ID: 24149803
I think in this case you'll have to set up two email addresses for them.  One that everyone sends to and another that you send to.  Then they ALSO send anything that they want to go out to their "everyone sends to" address.  You then either with Send-As, Send-on-behalf, forward those emails on to the correct recipient (which they will have to include in the body of the message).

Is your business restricted or the countries they're going to restricted?  Many businesses have operations around the world and for the most part I don't think they worry about this.  I know of at least one company whose email for a foreign office is stored in the US (which may be illegal, I don't know).
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zelron22 earned 1500 total points
ID: 24149849
You may be able to put something together with moderated public folders.  You'd still need or want a separate email address for each user.
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by:zelron22
ID: 24149886
Also, if you had Exchange 2007 I believe this could be handled fairly easily with transport rules.  I had a customer that wanted to prevent all email from the scanners/copiers from being sent outside of the company.  We used a transport rule to drop any email from those addresses that was directed out of the org.  I believe we could have easily forwarded that email onward.

Once again, I believe  this would require separate addresses.
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Author Comment

by:ATC-SyTech
ID: 24152530
zelron22
Public folders was what I was thinking about.  Let me look more into it.
Thanks for the great advice and it's the countries we're going too.  
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Author Closing Comment

by:ATC-SyTech
ID: 31570111
Public folder is what I'm using as a staging area for the email.
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