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Filter Multiple email addresses coming to one mailbox

Posted on 2012-03-28
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Last Modified: 2012-06-27
I have a helpdesk@mydomain.com and my regular johne@mydomain.com coming into my mailbox. I would like to filter the ones sent to the helpdesk to populate a different folder so I can separate helpdesk requests from other emails as they come in to outlook. Is there a way to do this?
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Question by:Johne75
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Expert Comment

by:awaggoner
ID: 37778623
Create an Outlook rule.
Tools|Rules & Alerts|New Rule

Pick 'Move messages sent to a distribution list to a folder'

Look under Step 2 in the Rules Wizard.  The link will be for 'people or distribution list'

You will be able to pick the address from distribution list.

At this point to will be able to choose to move the incoming mail to the desired folder.
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Author Comment

by:Johne75
ID: 37781793
I am using outlook 2010 so the options are a bit different. So I may not have it right. But I created a rule so that mail sent to helpdesk@mydomain.com goes to my helpdesk folder I created in outlook. Unfortunately everything sent to the helpdesk@mydomain.com and johne@mydomain.com get forwarded to that folder.
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Expert Comment

by:awaggoner
ID: 37781845
Is helpdesk@mydomain.com set up as an alias for johne@mydomain.com, or is it a separate mailbox which is forwarded to you and other helpdesk personnel?

If helpdesk@mydomain.com has it's own mailbox, you could turn off forwarding and configure Outlook to check multiple mailboxes.
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Author Comment

by:Johne75
ID: 37781892
It is simply an additional smtp email address I have added in Exchange under my mailbox properties tab "email addresses" .
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Expert Comment

by:awaggoner
ID: 37782066
Since you have administrative rights to the Exchange server, make the helpdesk email address it's own mailbox.

Or, you could create a Transport Rule on the Exchange server to prepend a string to the subject (ie HelpDesk), then create an Outlook rule to move the mail with HelpDesk in the subject to the specified folder.
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Accepted Solution

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Johne75 earned 0 total points
ID: 37783531
OK I can create a rule that searches for helpdesk in the "message header" that will filter it for me but when I reply to it comes from johne@mydomain.com. Then if the sender replies again it goes back to my johne@mydomain.com inbox folder. this is undesirable...

The Transport Rule suggestion will not allow me to select an email address...only a user acct or distribution list. So that wont work.

I am looking for the simplest way to have these two emails come to my outlook but be able to filter them into different folders. I want to be able to have an ongoing thread that will keep the email in the correct filtered folder. ie all email and correspondence from helpdesk @mydomain.com will come from helpdesk.com. When I reply it also needs to be from helpdesk and also stay in the helpdesk inbox folder. all email and correspondence sent to Johne@mydomain.com stays in my inbox folder replies come from johne... Make sense? whats the best way to do this? Am I going to have to create another mailbox for helpdesk and somehow manage it that way with delegate permissions? Suggestions please and Thanks!
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Assisted Solution

by:awaggoner
awaggoner earned 500 total points
ID: 37783733
The easiest way would be to create a new mailbox and either delegate authority, or just set up two accounts in Outlook.
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Author Closing Comment

by:Johne75
ID: 37800042
Ive selected my own comment because it is the best solution to the question I asked. I wouldnt have discovered it without the brainstorming provided by awaggoner so Ive awarded all points to him. So I also selected his final comments as the end result of what I am really trying to accomplish is most easily achieved by doing this.
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