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Outlook OOO rule not working when member of distribution group

Posted on 2014-03-14
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Last Modified: 2014-04-20
I'm member of the distribution group "whatever-test".

I'm out of the office and enable my OOO with one rule that forwards all incoming messages to another user's mailbox.

This works for messages sent to my own email address.

This does NOT work for messages sent to "whatever-test" distribution group as long as the option "Send out-of-office message to originator" has not been enabled on that group....

Is this normal behaviour?

I don't want to set this option, because I don't want my external customers being overwhelmed with OOO messages...

Please advice
Thanks
Peter
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Question by:HamannWetteren
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by:Mark Galvin
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Hi

Please check out http://technet.microsoft.com/en-us/library/bb125178%28v=exchg.141%29.aspx
point 10:
Send out-of-office message to originator   Select this check box to allow Out of Office messages from group members to be sent to the message sender. If this check box is selected, users who send messages to the distribution group will receive Out of Office replies from any member that has an Out of Office rule turned on.
Clear this check box to prevent Out of Office replies from distribution group members to be sent to the message sender.

Hope that helps?

Thanks
Mark
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Author Comment

by:HamannWetteren
Comment Utility
Hello Mark,
I've read that article last week, and I do understand the purpose of the setting.
Though, this was not my real problem.
The problem is that - when this setting on the distribution list is not selected - a forwarding rule in the mailbox of an absent colleague is not working internally for email sent to this distribution list.

Let me clarify with an example:

User A is a member of distribution list X
User B is NOT a member of distribution list X

User A goes on holidays, activates his OOO with a rule that forwards ALL incoming emails to User B.
An email is sent by an external client to distribution list X.
This email will not be forwarded to user B, as long as the above mentioned setting on the distribution list has not been activated.

Is this normal behaviour?
thanks
Peter
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Expert Comment

by:Mark Galvin
Comment Utility
OK.

The rule that forwards all email from User A to User B - is that a rule that has been created on User A's Outlook or using Active Directory setting?

I'm pretty sure that the email sent by external client to the DL, which then goes to User A should still be forwarded onto User B.

The 'Send out-of-office message to originator' setting on the DL will only kick in (if turned on) for OoO messages. The email should still be forwarded onto User B.

Any help or have I missed your question completely?

Thanks
Mark
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Author Comment

by:HamannWetteren
Comment Utility
Mark,
the rule has been created on the User's A Outlook.
You didn't miss teh question, but I can show you that whenever the setting on the DL has not been activated, emails are not being forwarded to user B

Peter
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by:Mark Galvin
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That is very odd.

Where is the rule set? Is it set under Outlooks Rules or under the Rules within the OoO window?

Its as though the OoO is trumping all other rules.

maybe this http://www.msoutlook.info/question/616
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Author Comment

by:HamannWetteren
Comment Utility
It's set under the rules within the OOO window
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Expert Comment

by:Mark Galvin
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Very strange. Never seen that before.

I will have to have a think about it!
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Expert Comment

by:Mark Galvin
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Peter

Whats the environment here? Are you using Office 365?

If so maybe this page can help or at least guide: http://community.office365.com/en-us/forums/148/t/76435.aspx
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Author Comment

by:HamannWetteren
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We are not using Office 365.

Exchange 2010 SP2 server + Office 2007/2010/2013

regards
Peter
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Expert Comment

by:Mark Galvin
Comment Utility
To check, is it that no email is being forwarded? Or just the DL email?
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Author Comment

by:HamannWetteren
Comment Utility
Just the DL email
all other email is being forwarded correctly
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Expert Comment

by:Mark Galvin
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Are you able to access the users Outlook and have a look at the rule they created? I would like to see a screen shot.
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Author Comment

by:HamannWetteren
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see attached doc
sorry, it's in Dutch ;-)
OOO-rule.docx
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Author Comment

by:HamannWetteren
Comment Utility
some more screenshots, where you can see the results of:

* sending an email to DL without OOO setting activated: forward = Not OK
* sending an email directly to the email address of colleague on holiday: forward = success
* sending an email to DL with OOO setting activated: forward = success
OOO-rule.docx
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Expert Comment

by:Mark Galvin
Comment Utility
Very strange.

Do you have support with Microsoft?
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Author Comment

by:HamannWetteren
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Nothing specifically, only SA on Server licenties and applications (like Exchange, SQL....Etc.)
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Expert Comment

by:Mark Galvin
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The Exchange team may be able to help.

Everything in your screen shots look fine to me.
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HamannWetteren earned 0 total points
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So, this seems to be "normal" behaviour after all
thanks everybody
Peter
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Author Closing Comment

by:HamannWetteren
Comment Utility
No other valuable input received
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