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Exchange 2010 - NDRs and forwarding for deleted accounts

Joe2009
Joe2009 asked
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Hi. I’m new to Exchange 2010 and am having trouble figuring out how to do two things.  

(This is Exchange 2010 built-into SBS 2011, if it matters.)

First, I have noticed that when someone from the outside sends an e-mail to a non-existent company address (e.g. they type it wrong), they don’t receive any notification that they sent a message to an invalid address.

Question 1: How can I configure Exchange 2010 to automatically send NDRs in this scenario?

Second, I need to delete the accounts of a number departed employees, but I would like to ensure that if anyone sends an e-mail to one of these people, it can be forwarded to the appropriate person inside the company.

Question 2: How do I configure e-mail forwarding for an account that no longer exists? Or barring that, can I configure a custom NDR to say, “please contact so-and-so”.

Thanks very much.
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Sr. Systems Engineer
Commented:
On your departed employees issue.... you dont wont to do that forever as it will become a nightmare.

I admin about 100 SBS domains and my typical workflow is to change the users password and set up mail flow to forward their email to the person who needs their messaging traffic. I then set a reminder to delete that account in thirty days.  Giving the organization time to update outside contacts that the individual is no longer there and to use the new person as a contact.

You can use rules to send auto replies but managing them could be cumbersome. Best to let it be handles through attrition.

You should be careful about setting up NDRs to the outside world. If your mailserver is forward facing and doesnt have any permiter defenses against spammers and directory harvesters, you could end up with a server being killed by failed spamming attempts that generate NDR's that can not be delivered. Spammer rarely use a legitimate "From" address.

Author

Commented:
Gcoltharp,

I see your point re: NDRs. Unfortunately, my predecessor here never deleted accounts, and as far as I know, never saw to it that outside contacts were updated. Moreover, forwarding was never used-- the standard procedure was to have employee B open departed employee A's mailbox pretty much indefinitely. As a result, there are people here accessing mailboxes of employees that left months or even years ago.

We do have McAfee's hosted anti-spam/malware service in front of our mail server, but I guess sending out default NDRs isn't worth the risk or hassle.
Gary ColtharpSr. Systems Engineer

Commented:
Well, just because someone else did it ...doesnt mean you have to. I would set yourself up a method for dealing with turnover and stick to it. It will make your admin life a lot easier. Publish your policy to the masses so that they know a former employees address will cease to be available after a period of time and I would not give them access to a former employees mailbox...use forwards.

Author

Commented:
Believe me, I had no intention of continuing that shoddy way of doing things-- I just trying to find a way of transitioning to minimize the risk of losing important e-mails for a handful of (formerly) key employees, but in retrospect, it's not worth the trouble.

New policy-- e-mail gets forwarded for 45 days, then mailbox is archived and account goes away.
Gary ColtharpSr. Systems Engineer

Commented:
Awesome.... good luck!

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