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DanKlobnak-6992 avatar image
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DanKlobnak-6992 asked JeffM-1107 answered

365 Outlook Rule forwarding to another internal email is not working: changing email

Within 365 Webmail, have a mailbox that receives notifications associated with SQL Maintenance Tasks Notifications., As there are number of servers and a number of associated tasks, also wanted to create a rule as it relates to any which failed (we want to receive notifications for all tasks, in case a task is not running for whatever reason).

Created a basic rule:
If the body of message includes "failed" to move the message to a folder (works fine) and Forward to an individual.
The individual is within the same organization.
When one creates the rule, and adds the user, everything looks fine: when one drills down on the email address the information is correct:
122101-image.png

however, when one saves the rule, etc., and then goes to edit the rule, and drills down on the contact the information changes, primarily it prepends the email address with ex: and of course the mail fails.

122047-image.png

I have cleared caches etc. I used another user as well, and same result. Basically
user@domain.com
changes to
ex:user@domain.com

Also receive (inconsistently) an informational alert regarding a Mailredirect activity, which I understand is a default.

Any thoughts?


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Just wanted to add something, if relevant - the source mailbox with the rule is a Shared Mailbox. Just discovered. ...
<tick tock>
ok, so this is just a little strange, and if this a well known scenario then I feel a bit foolish, if not, then for anyone else, maybe this may be of help...

The whole ex:email address: this appears to be refenced to the LegacyExchangeDN attribute of the targeted email of the forward. Running
Get-InboxRule -identity "SQLMaintenanceJobs\XXXXXXXX" | fl name,forwardTo,forwardAsAttchmentTo,redirectTo
provided ForwardTo to be ID'd as the LegacyexchangeDN.

The rule would function as desired if I sent an email from an external email, or an internal email other than my own.
Meaning, I have been testing (and failing) by sending from the mailbox I wanted the email to be forwarded to.
My mailbox also have Full Access / Send As of the SQLMaintenanceJobs mailbox (I removed Send As but that did not seem to resolve).
Another user sent a test email and everything was forwarded correctly.
When I changed the destination of the forward from my mailbox to another (internal) mailbox, and I sent a test from my mailbox everything worked as desired. In all cases the smtp is transformed to ex:mail@domain.com

If there is any wisdom as to why this may be the case, or something else I should try in the case that it should be working, that would be appreciated. Thank you.


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Hi @DanKlobnak-6992,
Just checking in to see if above information was helpful. If you have any further updates on this issue, please feel free to post back.

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JeffYang-MSFT avatar image
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JeffYang-MSFT answered

Hi @DanKlobnak-6992,

Welcome to Microsoft Q&A!

I detailed read your post and I am trying to understand your issue like below, please feel free to let me know if I have any misunderstanding:

  • You created a Inbox forward rule(forward to User B) in Use A's Outlook

  • When User B send emails to User A, User B will not receive the forwarded email.

  • When Other users(like User C) send emails to User A, User B will receive the forwarded email.

If this is your case, I'm afraid that it is quite normal and is by design. I understand that this rule might usually be used when user A is Out Of Office and need to back up his work to User B, which could help avoid duplicate or unnecessary email messages in one mailbox. I did the same tests in different mailbox(Shared mailbox and User mailbox), all of them seems have the same behavior and there is no options to change that.

As a workaround to your situation, I would suggest you to create desktop client rule in the User B's mailbox like moving a copy of the sent emails with "failed" in the message body to the "Inbox" folder.
122248-image.png

Hope this can be helpful.


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JeffM-1107 avatar image
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JeffM-1107 answered

I am having this same issue. When we create a new rule or edit an existing rule where it's looking for a sender within our own organization, it adds "ex:" to the email address when you view the details for the contact within the rule after it's been saved. These rules are created in the 365 online portal (not a local outlook installation). They don't run automatically, although they should be. If you go into rules and run it manually, they do work properly.

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