Group Users in M365

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JonMercer-8382 asked Nov 16, '21 JonMercer-8382 answered Nov 18, '21

Group Users in M365

We have a new organization starting at our company, that the employee's only need to be able to send emails, and make phone calls.

They are only going to be on M365 (we have an AD linked with AAD connect).

I need it where I can create a rule that they are only able to email internal email addresses (I know how to create the rule).

The thing is, is that I don't see a way to apply the rule to specific accounts. They are only going to have an Exchange Online Plan 1 license, and do everything through OWA.

My question is, can a group be made (the M365 group doesn't look like it applies to this) that individual users can be added to, and is there a way to apply a mail flow rule to only apply to certain people, or this group?

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Answer 1 · 2021-11-17T08:05:44.907Z

KaelYao-MSFT answered Nov 17, '21

Hi @JonMercer-8382

The thing is, is that I don't see a way to apply the rule to specific accounts.

To apply a mail flow rule to specific users or groups, the rule would be like:

My question is, can a group be made (the M365 group doesn't look like it applies to this) that individual users can be added to, and is there a way to apply a mail flow rule to only apply to certain people, or this group?

I suppose you may create a distribution list and add the users to this distribution list, later configure the distribution list as a condition in the rule above.
To create a distribution list:
1.In Exchange admin center, locate Groups and select Add a group
2.Choose Distribution as the group type
3.Configure the group name, email address and how users would be added or removed from this group
4.Once the group is created, you can now add users to this group
5.Configure the mail flow rule as below:

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Answer 2 · 2021-11-17T17:13:27.22Z

JonMercer-8382 answered Nov 17, '21 KaelYao-MSFT commented Nov 18, '21

Thank you @KaelYao-MSFT. The part about being able to make the rule user specific should do what I need, so won't worry about the group for now, since there is currently only two people. Will look in to groups as this grows.

This added request overnight should make for some interesting rules creation.

"They can only email the leadership team, supervisors, managers, and trainers internally, and no one else in the company"

(Edit) after creating the rule, it looks like I will need to create two distribution or such groups, one for the staff, and one for the people they want to only get the email, as well as two rules, since I can't do don't allow sending to Internal and External, unless they meet this exception.

It might just need time, but I created the distribution lists I needed, added some test accounts, and did a test with policy tips, and it doesn't show it is recognizing the rule in the message trace.

So it works if I specify the person directly, but not if I put them in a Distribution List right now.

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KaelYao-MSFT · Nov 18, 2021 at 02:31 AM

Hi,

(Edit) after creating the rule, it looks like I will need to create two distribution or such groups, one for the staff, and one for the people they want to only get the email, as well as two rules, since I can't do don't allow sending to Internal and External, unless they meet this exception.

Yes. Creating a distribution group including the recipients should work for you.

It might just need time, but I created the distribution lists I needed, added some test accounts, and did a test with policy tips, and it doesn't show it is recognizing the rule in the message trace.

Did you select Test with Policy Tips in the rule?

If it is the case, according to this link: Test mail flow rules in Exchange Online

The reject action in the rule would not be triggered.

Please use enforce instead and then test if the rule can work.
You would see the failed delivery in message trace and receive a NDR message indicating that the email triggered a mail flow rule.

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Answer 3 · 2021-11-18T16:14:06.757Z

JonMercer-8382 answered Nov 18, '21

It did turn out, I just needed to give it some time. After around 10 to 15 minutes, the rules did start working with everyone in the distribution lists. Though oddly I got the email for one person that should have got accepted as rejected, but they also got the email while it was in Enforced mode.

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