Server Side Rule - Separate messages in mailbox by subject

Posted on 2012-08-28
Medium Priority
Last Modified: 2012-08-28
Hi.  I'm sending electronic copies of two separate forms to an exchange mailbox.  Each form will have a separate subject line.  I will allow users to see contents of this mailbox in their Outlook client but I need to segregate each form so only specific users have access to each.  I think I could accomplish this through folder level security under that mailbox if I can push incoming mail to the correct folder.

Form1     Subject = Form1   move to folder "Form1"  grant access to Group1 Users only
Form2     Subject = Form2   move to folder "Form2"  grant access to Group2 Users only

My question is, "Can I create a rule to move incoming mail into a specified folder within a mailbox at the server level?"  

If move rules are client side only, is there another way to handle this without creating a second mailbox for Form2?

Question by:valmatic
LVL 58

Accepted Solution

tigermatt earned 1200 total points
ID: 38342178
>> Can I create a rule to move incoming mail into a specified folder within a mailbox at the server level?

Yes and no.

You will need to actually log in to your new mailbox to set the rule up. You can do this with either an Outlook or OWA client, and create the rule in the normal way that you would a rule for your own mailbox (match email with "X" word in subject).

The rule will actually run in the Exchange Server as a message is passed through transport for delivery to the mailbox; you just need to manage and control it using the client-side tools. Thus, it will achieve the effect that you want -- email will be filtered into folders in the mailbox without the need to have a permanent Outlook client running. If you use OWA to create the rule, you can be guaranteed it will run server-side.

You'll need to give all the users requiring access "Folder Visible" permission on the Inbox (also easiest to set via an Outlook client), and then add appropriate permissions to the subfolders for each user who requires access. Add the mailbox as an additional mailbox to each user's Outlook account and you are good to go.


Author Closing Comment

ID: 38342219
That is perfect.  Thanks Matt...

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