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Send internal mail as User, Send External as Department


In our Company we have Users ( james@contoso.com) and Departments (Distribution Groups: administration@contoso.com).

Our clients must send emails to departments, not users.

This why I´d like to send internal mails as users, but when a user want to send a external mail user name (james@) change to departmen name (administration@).  This way, the clients will receive a department email, not a user email.

How could I configure exchange to do this?


1 Solution
Manpreet SIngh KhatraSolutions Architect, Project LeadCommented:
Why not have a shared mailbox named as Department with SendAs and FullMailboxAccess rights to the users and few more is that you can have the Shared mailbox forward emails to a DL.

- Rancy
Rancy has the best idea here, I've done this same thing myself. You'd take that administration@ address off the distribution list and put it on a mailbox, then have that mailbox forward all its mail to the distribution list (doesn't matter what address it has), and not keep any for itself. Users have Send As to the mailbox, and they change the From field on mail they send outside.

That does put the responsibility on the users to *do* something, though. If you want it to happen automatically, there should also be a way to do this with transport rules, which can modify all sorts of parameters based on all sorts of metrics, including whether an email is sent "inside" or "outside" the organization.

If you wanted to go that route, it would be a matter of changing the from address on mail going outside the organization for a particular group of users. You may still need to set up a mailbox with the administration@ address like above in order to get the system to send mail From administration@. I know you can't send mail "as" a distribution list from Outlook; transport rules may have the same limitation.
Shared mailbox with sendas rights is going to be the best (least administratively awful) way for you to achieve this. You can also prevent the users by sending externally by utilising transport rules (this blog note assuming you have at least Exchange 2K7)


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