How to copy incoming/outgoing emails to another mailbox in Exchange 2016/2019?
Updated On - 26 Jun 2020
In any organization Exchange administrators may need to access the emails of an account in another account for auditing purposes. Exchange Server allows you to copy the incoming/outgoing emails to another mailbox to access them instantly.
You can create a Transport Rule in Exchange Management Console or enable forwarding for the mailbox. In the present article, we will go through all these solutions and solve our issues smartly.
Create Exchange Transport Rule in Exchange Management Console
This method is for the older versions of Exchange, Exchange 2007 and Exchange 2010.
Open Exchange Management Console, go to left-pane and expand the folders. Go to Organization Configuration>>Hub Transport.
In the Hub Transport page, right-click and choose the option New Transport Rule.
In the New Transport Rule page, you need go to step by step create a new rule. The first stage is the Introduction. Provide a new name to the rule and click Next.
The second stage is Conditions where you need to use the checkbox to select various conditions that will apply to the rule. Then you can click the People icon to select the user accounts where the rule will be applied. Then click Next.
The next stage is Actions, here you can use the checkboxes to select the various actions for the Transport Rule. After making the changes, click Next.
The next stage is Exceptions that will allow you to make some adjustments in the rule. You can click the Accounts option and select the various account that will have exceptions for the rule.
The next stage is Create Rule, where the tool will show the settings to create the account. Click New.
The Completion page will provide you a summary of all your changes that you have applied. Click Finish and a new transport rule have been created.
Another method is to forward the emails to another account of the same organization. You can complete it through the Exchange Admin Center and Exchange Management Shell both.
This method is for latest versions of Exchange like Exchange 2016 and 2019.
Login to Exchange Admin Center and go to Mailboxes under the Recipients category.
In the list of mailboxes, select the mailbox that you want to set up mail forwarding for. Click Edit.
Click Mailbox Features.
Go to Mail Flow and select View details.
Check the Enable Forwarding box and click the Browse button. It will open the Select Recipient page.
Select the user that you want to forward all the emails to. Check the ‘Deliver message to both forwarding address and mailbox’ checkbox in case you want to get copies of the emails to both recipients and forwarding email. Click OK and then click Save.
To check the changed settings, you can check the Mailbox Features and go to View details (under Mail Flow)pane and see the new mail forwarding settings.
The command will forward all the emails coming to Jacob Doherty’s account to another email address firstname.lastname@example.org.
For auditing and security purposes, Exchange administrators can user mailbox settings to forward the emails sent/received by an account to another. However, it may not be technically easy if you want to do the same for all the mailboxes. Another feasible way is to back up all the mailboxes to the local system. This can be done using Kernel for Office 365 Backup & Restore. It will let you back up all the emails to PST files. Office 365 Backup & Restore tool will later allow you to restore the emails along with their attachments and the sender’s details. It will be helpful to you in meeting your compliance requirements.