SBS 2011 - Sending emails automatically to another address

I Have been asked to try and sort/setup the following problem on a SBS 2011 system with Outlook 2013

There are two non office based workers. One of the users in the office wanted to have access to their emails, mainly so that if they forgot to copy the office in on any of them, they could be seen, and if need be printed. I opened the two mailboxes in Outlook which gave them
access. The problem is if any emails are deleted or put in another folder, before the user in the office has time to look they will not know where to find them.

As it turns out this is not exactly what they wanted.  What they want, if possible is to have any emails that are sent
to the non office based users, automatically be sent to the email address at the office so that there is a copy there.
they would like this to happen automatically so there is no user intervention.

It is mostly for received emails that they would like this, but would like this to be extended to sent items
if possible.

Is this possible to do and if so how do I go about it.

Hope this makes sense

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You can add a forwarder on the accounts to a single mailbox, so all email is received by these users and then forwarded to the "admin mailbox" - the below applies to 2010 as well, just remember to tick the check box to also send a copy of the message to the original recipient.

You can apply this to sent items using a transport rule, as below, again to the "admin mailbox"

Keep an eye on the storage of the mailbox as it could grow rapidly dependent on the mail volumes.....
Hypercat (Deb)Commented:
I think, given your description, that the answer will be to use the Exchange Transport Rules to send copies of incoming and outgoing emails addressed to these two users to a third address.  However, from your description, it's a little unclear where the two non-office based users' email is hosted.  It sounds as though they have email addresses on your Exchange server. If that's correct, then what you'd want to do is either to create a third, shared mailbox that other users can monitor and have all incoming and outgoing emails sent to those users copied to that mailbox.  Alternatively, you could use an already existing user mailbox if there is only one user that needs to see these emails.

To manage transport rules, open the Exchange Management Console on your server, and go to Organization Configuration/Hub Transport and click on the Transport Rules tab.  Right-click to create a new transport rule.  You'll see that creating a transport rule is similar to creating rules in Outlook, except of course that the rule runs on the server and isn't dependent on anyone having Outlook open on their desktop. If you're familiar with Outlook rules, it's pretty straightforward.
floyd197Author Commented:
Hi. Yes they do have email address on the exchange server. There is only one user that needs to see the emails.
As in the first post it does concern me about mailbox size with all the additional emails.
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Hypercat (Deb)Commented:
What I would be inclined to do in that case is to set up the transport rule to forward all incoming and outgoing email to/from those non-office users to the mailbox of the user who needs to monitor them.  Then, I would set up an Outlook-based rule for the user to move all of the emails for the non-office user email addresses to a separate subfolder (one for all, or a separate subfolder for each address). That way, the user who monitors those emails can control the retention of the emails and, hopefully, will not allow their mailbox to grow out of control.

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Even though it is only one user it is best to use a separate account to manage these emails, don't be tempted to set this user up as the admin mailbox as it will be very difficult to manage.  Plus if another user needs to see these emails then they can view this mailbox too...
floyd197Author Commented:
Does that mean using a different email address and new user account. Not sure they will want another different email as all the admin goes to Enquiries.Another user will not be required to see it.
The email address doesn't have to be named "admin" - it can be anything

But in short, yes it would be a separate email inbox.

The reason I would keep it separate is that it keeps administration of the mailbox simple.  If you integrate it with an existing user, and rely on them to keep them under control, then I think it will lead to more issues - based on experience.

As a separate mailbox you can track its size and purge all unwanted emails quickly without having to filter the users own email.

You could use inbox rules to separate the email into another folder within that users inbox but you are still reliant on the user keeping an eye on mailbox levels.

And you can guarantee that someone else will need access to that mailbox at some point in the future...

Its down to personal preference and the demands of the user but personally I would keep it seperate
floyd197Author Commented:
Excellent. Just what I ws looking for.
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