How to trigger an email forward whenever there is an outgoing mail from the mailbox?

This is using MS Exchange 2013 onpremise server. My management wants us to closely monitor a mailbox named "common", so as any mail send from this mailbox would triggered a "mail forwarding" send to my boss as well. For example, for common@abc.com mailbox, any outgoing mail send by this mailbox will also trigger a duplicated mail send to hr@abc.com as well. Does this possible?

Thanks a lot.
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MichaelBalackAsked:
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KimputerCommented:
I'm not aware of such a function. The closest thing is to enable Journaling in your server. A few caveats:

Journaling works on a mailbox STORE, not a user. If you enable it for mailbox COMMON, but the mailstore has user A B and C as well, the feature is turned on for those users as well.

You create a seperate JOURNAL mailbox (otherwise your boss will be inundated with emails, both incoming and outgoing).
Have the JOURNAL mailbox just as a seperate mailbox in your bosses profile, and apply some rules to make it more neat (only showing outgoing messages from COMMON, delete the rest)

As you can see, it's close, but not completely what you wish. But it's the closest I can get you. So, it's a seperate mailbox, you will recieve both incoming and outgoing messages, and probably from more users than you wish. You apply some mailbox rules to keep it more tidy.
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jparedisCommented:
Hello,

Technically, this is possible. However, you should seriously consider why and how you want to implement this. Also note that this is subject to any privacy regulations in your country.

You have several possiblities:

* Transport Rules
https://technet.microsoft.com/en-us/library/aa998315(v=exchg.150).aspx

* Full mailbox access
http://exchangeserverpro.com/exchange-2013-grant-full-mailbox-access-user

* Discovery
https://technet.microsoft.com/en-us/library/dd298021(v=exchg.150).aspx

Should you have questions about this, do not hesitate to post them!

Regards
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KimputerCommented:
Full mailbox access is not an option I think. A user can delete the sent item immediately, and the boss won't see it. The Journal option WILL have this sent item. It probably IS the easiest method if you trust the user COMMON enough though. My reasoning was actually that you DON'T trust this user enough, going so far that you need to spy on the user.
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jparedisCommented:
transport rules are a solution... these are server based so the user cannot tamper them.
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David SankovskySenior SysAdminCommented:
If you don't have access to the server's GUI, you can use the Exhcange PowerShell to create a transport rule.
Use this guide as a referance.

https://technet.microsoft.com/en-us/library/bb125138%28v=exchg.150%29.aspx
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Will SzymkowskiSenior Solution ArchitectCommented:
I would laso agree with jparedis, a Transport rule will suffice in the scenario. See below... 2 transport rules are required.

- create a new transport rule called "Forward Inside"
- conditions sent to users Inside the organization
- actions, you can use a couple here, Forward message for moderation, Forward message to senders manager, BCC the user
- click next finish

Complete the steps above for Outside emails as well. just change the second condition from Inside Organization to Outside organization.

Will.
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David SankovskySenior SysAdminCommented:
- create a new transport rule called "Forward Inside"
- conditions sent to users Inside the organization
- actions, you can use a couple here, Forward message for moderation, Forward message to senders manager, BCC the user
- click next finish

Complete the steps above for Outside emails as well. just change the second condition from Inside Organization to Outside organization.

You can simply state the "From" Address, regardless of the destination being internal or external
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Don ThomsonCommented:
If the Common User is using Outlook, Create a rule
. Check Messages after sending
.send to people or distribution list.


the HR department should first send out an Email that basically states
1. Use of the Computers on site is strictly limited to company Business.
2. Any programs installed on a PC must be approved by management.
3. All Outgoing emails are being monitored to ensure Company Policies are being adhered to.
4. All Internet activity is also monitored.
5 Persons violating any of these policies may be subject to discipline up to and including termination,
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jparedisCommented:
Not trying to be the wiseguy here, but:

* journaling beats the purpose
* client side rules are easily changed by the user

To the only real solution to the issue is a transport rule on the server ,as far as I am concerned. Because:

* not editable by a normal user
* does not depend on used client.
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Guy LidbetterCommented:
Agreed, one transport rule is required.

In ECP under Mailflow > Rules.
Create a new rule with these settings:
Name: Common Mailbox manager fowarder
Apply this rule if...: The Sender is... (Choose the common mailbox when prompted)
Do the following...: BCC the message to... (Choose Managers Mailbox when prompted)

Keep everything else as default > and you're done... You will need to restart the transport services if you want them to apply immediately.

Regards

Guy
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MichaelBalackAuthor Commented:
Use of transport rule provides the solution. Thanks for both experts to show the way.
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