How to copy incoming or outgoing emails to another mailbox in Exchange 2007 or 2010

Microsoft Exchange

Occasionally you may have a requirement to copy incoming or outgoing emails for specific users to another mailbox for monitoring or compliance purposes.

To be able to do this you can use an Exchange Transport Rule.

First open the Exchange Management Console, expand Organization Configuration, and select Hub Transport.

Exchange Hub Trasnport

Right click the blank space in the main window and select New Transport Rule.

Exchange - New Transport Rule

Enter the name for your new transport rule, click Next.

Exchange - New Transport Rule Introduction

Select the conditions you want for the rule. Select from people as a condition, and then click the underlined value people to select from which people you want the rule to apply to. Click Add, and then add the email accounts you want to copy emails from. In our example we want to copy emails from the accounts mailbox. Click OK.

Exchange - New Transport Rule Conditions

Click Next.

Now select the Action for the rule, in our scenario we are going to choose Blind carbon copy (Bcc) the message to addresses, once selected, click the underlined addresses value. Click Add, select the user to Bcc the emails to, in our example we are going to Bcc the Administrator email account, click OK, click Next.

Exchange - New Transport Rule Actions

Exchange - New Transport Rule Conditions Select Recipients

If you want to add an exception to the rule you can do so next, in our example we want all emails to be copied so we won’t select an exception. Click Next.

Exchange - New Transport Rule Exceptions

Then on the Configuration Summary page click New to create the rule.

Exchange - New Transport Rule Create Rule

Then on the Completion page click Finish to exit the Wizard.

Exchange - New Transport Rule Complete

You should now see your new Transport Rule in the Exchange Management Console.

Exchange - New Transport Rule Created

Related Articles:

1. How to install Exchange 2010 SP3 on SBS 2011

2. Exchange 2010 SP3 Update Rollup 16 released and installation tips

3. How to find the mailbox sizes in Exchange 2010

4. Office365 PowerShell: How to the find out mailbox sizes in Office365 (and Exchange 2016) using PowerShell

10 thoughts on “How to copy incoming or outgoing emails to another mailbox in Exchange 2007 or 2010

  1. Greg Magarry

    Hello Carl, I found your article on ‘How to copy incoming or outgoing emails to another mailbox in Exchange 2007 or 2010’ very informative and was hoping you could help with a solution I have to find for a customers problem.
    1) I have a need to copy all incoming and outgoing emails & attachments from Exchange Server 2013 mailboxes on a daily basis, so they can be archived into an external 3rd party database overnight.
    Using the Exchange Transport Rule Is there a way that these emails can be sent direct to a folder on the network, rather than another Exchange mailbox? If so what format would they be sent out as e.g. .msg, .ems?
    Failing that, could they be sent to an Outlook client on the network and stored in a .pst file? (I have a program that will export them from .pst)
    I would really appreciate any assistance that you can provide in this matter.
    Regards, Greg.

    Reply
    1. OxfordSBSguy.com

      Hi Greg,

      I suspect that you could copy them all to a mailbox, and have the mailbox store them by default in a PST file. It would be a bit messy though as you’d need to stop Outlook to export from the PST file. But is it better than saving them out as individual messages. I would suggest a Win7/8 VM and a bit of scripting to close Outlook and perform your export, and then start up Outlook. Let me know how you solve the problem.

      Cheers,
      Carl

      Reply
  2. Mike Dalgleish

    Carl, would it not be simpler for the user himself to use a Rule which is available under Options in the web client application?

    Reply
  3. OxfordSBSguy.com

    Hi Mike,

    Thanks for commenting. You can do it that way but it depends on the IT ability of the user. Other scenarios maybe where the mailbox in question is shared, and there is no use that has it as their primary mailbox, or you may be auditing a particular user. With Microsoft there are many ways to do the same task, this is just one of them.

    Cheers,
    Carl

    Reply
  4. Tom

    Hello,
    I have a similar need to capture ALL incoming AND outgoing emails from 5 employee MS Exchange 2013 email accounts hosted at 1and1.
    I’d like to find a way, perhaps through Transport Rules, to forward all incoming/outgoing emails to a 6th Exchange 2013 account where I could install filters to sort the emails into 5 user-based folders. I can’t seem to get a straight answer from 1and1 on whether this is possible or whether the necessary Exchange 2013 features to do this have been disabled.
    Can Transport rules accomplish what I seek.
    Tom

    Reply
  5. Mr Took

    Hi
    Thanks for the great post, I was wondering what the difference between this method and setting up a Journaling mail box would be, in practical terms?

    Reply
  6. Mark Galvin

    Hi

    How can do exactly the ame but in Hosted mode – i.e. PowerShell access only? I have tried
    new-transportrule -Name 4950BCCMRoutbound -From [email protected] -BlindCopyTo [email protected]
    new-transportrule -Name 4950BCCMRinbound -SentTo [email protected] -BlindCopyTo [email protected]

    But nothing happens.

    TransportAgent is up:
    [PS] C:\Windows\system32>Get-TransportAgent

    Identity Enabled Priority
    ——– ——- ——–
    Transport Rule Agent True 1
    Text Messaging Routing Agent True 2
    Text Messaging Delivery Agent True 3

    Any help would be great.
    Thanks
    Pappaslim

    Reply

Leave a Reply

Your email address will not be published. Required fields are marked *

This site uses Akismet to reduce spam. Learn how your comment data is processed.