Foward exchange mail from a disabled user account to an external pop 3 mail server

Posted on 2009-04-24
Medium Priority
Last Modified: 2012-06-27
Our company is splitting up.  One of the principals is leaving and wants his exchange mail account (username@companyname.net) forwarded to a new pop3 mail account.  He will no longer be using the username@companyname.net account.  He will also no longer have remote access to the old company domain.
1: Can I disable his account and still have his email forwared? or do I need to leave his account acitve?
2: How do I set up his mail to foward to his pop 3 account?
Question by:skipbowt
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LVL 15

Assisted Solution

zelron22 earned 1500 total points
ID: 24228147
It may depend on which version of Exchange you're using as to whether it will forward from a disabled account.

As far as setting it up, set up a mail enabled contact with the address of his POP account.  Then in AD Users and Computers (assuming Exchange 2000/3) under the Exchange General tab, click on Delivery Options, and then select to forward to the contact you created.  You'll need to wait a few minutes between creating the contact and doing this to allow Exchange to stamp the contact with an internal address.

You may also want to check with the principals who are remaining as to whether they want to allow this so you don't get in trouble.  
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Assisted Solution

flyingsky earned 400 total points
ID: 24228159
to forward to any external account, you will need create a contact in your AD and forward emails to that contact.
But if you disable his account, he cannot get emails any more.
So if this is definitely needed, instead of disable his account, just change the password and leave the account active.
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Expert Comment

ID: 24228204
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Assisted Solution

by:Vikas Shah
Vikas Shah earned 100 total points
ID: 24228231
Hey skipbowt,

1. If the User account is disabled, the inbox is still able to receive emails messages.

2. To Auto forward the mail, follow this steps.

Disable the account in AD
go to the properties of the account
Go to the Exchange General Tab
Click on the Delivery options tab
Select the forwarding address option and provide the email id, where you would like the mail will forwarded to.

Please let me know, if any thing else you would like to know.

Author Comment

ID: 24229794
I'm a novice at this.
Could some one clarify what is meant by set up a "mail enabled contact" in the "AD".
Is this done in outlook?
in the exchange general tab, I select the delivery tab "Forward to:" option and am not allowed to input an address.  Do I need to grant permission first in the window above?  If so, to whom.
Also,  Not sure why I would get in trouble for doing this.  Is there some security risk?  I will take the suggestion of changing the password on the account rather than disabling the account.
Thank you,
Sorry but I need things spelled out step by step the first time.
after that I've got it locked down tight, not to mention I can always come back to review my questions if I forget.

Thank you all.

Author Comment

ID: 24230161
I guess everyone has gone home Its Friday!!!
LVL 15

Assisted Solution

zelron22 earned 1500 total points
ID: 24241217
In AD users and computers, right click on a container (such as Users) and choose New...contact.

Enter some information about the contact/user, then click next.
Check the "create exchange address" and click the modify button.  Enter the POP address for the user.  Click OKay until you get out.

Now, wait about 5 minutes for the RUS to stamp the contact with an internal address (assuming your RUS--Recipient Update Service--is working).  Then you should be able to select that contact to forward mail to in the Exchange General tab as you tried earlier.

After you do that, you might want to go to the Contact properties and choose Hide from Address Book.

The reason why I suggested you ask for permission is once that principal is gone, he's no longer your boss or in the chain of command, no longer owns the company, and may no longer be privvy to private information.  The remaining bosses may have an issue with email directed to the company (even if it is to him) being forwarded outside of the company.  

Additionally, I recommend that you make sure his current user is no longer a member of any distribution lists and to hide his account from the Exchange recipient lists.

Author Comment

ID: 24242916
Thank you for getting back to me.

I'm assuming that the new contact is the principal who is leaving.  Since he already is  a user on the domain is this going to create a conflict somewhere?
Also, I assumend I am modifying a smtp: mail address, since I had several options on which type.
LVL 15

Assisted Solution

zelron22 earned 1500 total points
ID: 24243030
The new contact is for the email address of the principal who is leaving--it's his email you want to forward to him, correct?

Since you're creating a contact, and not a new user, it won't create a conflict.  The reason I suggested hiding the contact from the address book once you've set up the forwarding is to prevent confusion and keep people from sending him email at that address.

Yes, you're creating an SMTP email address.

Accepted Solution

skipbowt earned 0 total points
ID: 24243586
I have followed your directions and am waiting for confirmation that the ex-principal is recieving his mail.
Thank you,

P.S. the forwarding will only be done for 6 months.
After that we will delete all accounts and the new contact just created.

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