Email redirect message without using out-of-office in Outlook

We are using Exchange 2010 on Windows Server 208 R2.
A staff member left recently and we want to delete his account.
I have been asked to set up some sort of response so that any one who sends an email to the old staff member's email address, receives a reply saying that the email address is no longer active and if it is business related then please contact the new person at his new email address.

The only way I could think of to do this was using Out-of Office. We don't want the sender to get an 'out-of-office' message, because the staff member is not 'out' they are gone! This would also mean we could delete the old  user's account.

Is there a way to do this by configuring something in Exchange?
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Vaseem MohammedCommented:
Did you check the transport rule? Might b possible you will find something there, like, if recipient is this - reply to sender.
Hi. You can create new transport rule to redirect mail to another email address. You can also in account properties setup mail forward to anyother address but then you can't delete old mail account
You could connect to the account with Outlook and set up a server-based rule to do an auto-reply.  You could have it say whatever you want so it wouldn't have to mention "Out of Office".

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Zacharia KurianAdministrator- Data Center & NetworkCommented:
gregmiller4itAuthor Commented:
Ok, I v'e just looked at the Transport Rules and it can do it after a fashion...but the reply is pretty messy.
I had to use the action 'send rejection message to sender with enhanced status code'.

What I was hoping for was simply:

"This email address is no longer in use. Please direct email enquiries to anotheruser@domain.comHere it is:"

But what I got was this:

Delivery has failed to these recipients or groups:
Fred Smith (
Your message wasn't delivered due to a permission or security issue. It may have been rejected by a moderator, the address may only accept e-mail from certain senders, or another restriction may be preventing delivery.

Diagnostic information for administrators:
Generating server: SVR8R2X10.DOMAIN.local
#550 5.7.1 This email address is no longer in use. Please direct email enquiries to ##
Original message headers:
Received: from SVR8R2X10.DOMAIN.local ([xxxx::xx:xxxx:xxxx:xxxx]) by
 Svr8r2X10.DOMAIN.local ([xxxx::xx:xxxx:xxxx:xxxx%11]) with mapi id; Thu, 7 May 2015 14:53:45 +1000
Content-Type: application/ms-tnef; name="winmail.dat"
Content-Transfer-Encoding: binary
From: Sender <>
To: Fred Smith (
Subject: test
Thread-Topic: test
Thread-Index: AdCIgcvfzZ9JfPYNSgiwTSwTOiT2ig==
Date: Thu, 7 May 2015 14:53:45 +1000
Message-ID: <4435D8D3F810A143AEC351A4CDB434A40C0F2CAF@Svr8r2X10.DOMAIN.local>
Accept-Language: en-AU, en-US
Content-Language: en-US
X-MS-Has-Attach: yes
X-MS-TNEF-Correlator: <4435D8D3F810A143AEC351A4CDB434A40C0F2CAF@Svr8r2X10.DOMAIN.local>
MIME-Version: 1.0
X-Originating-IP: []


Can anyone suggest a better (nicer/clearer) way?
Did you try the server-based rule from Outlook?
gregmiller4itAuthor Commented:
Sorry for the delay folks, I got tied up on other work.
It took me a little while to work out how to do a server-based rule in Outlook, but I found it and it provides exactly the sort of response I want. But what happens if I deleted the account? I expect that emails to that address will then bounce. Any thoughts on that?
One way to do that is to set up a catchall account (all email to the domain NOT addressed to a defined user would go here) and then do a rule there for that specific login name.  I would only do this if you also want to deal with all the other email that you would receive here.

Here is info on how to configure the catchall:
gregmiller4itAuthor Commented:
Yep, I can see that a catchall account would work, but I don't really want to go down that path. I think I will just leave the account active with the server-based rule in place for a couple of months and then delete the account.
gregmiller4itAuthor Commented:
The server-based rule provides exactly what I was after. The only thing is that the rule will vanish if I delete the account. So I will just leave the account active for a couple of months then delete it.
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