Disable automatic email forwarding in Office 3. Exchange Server. Exchange Server and Exchange Online allow your users to automatically forward email to an external email address. Over the years, I’ve written about forwarding email to an external email address in Exchange, the risks of forwarding work email to personal email accounts and listing users with email forwarding enabled. Figure 1: Automatic email forwarding options in Outlook Web App in Exchange Server and Exchange Online. Allowing users to automatically forward mail to an external email address brings the risk of information leakage. Additionally, users can select the option to not keep a copy of the message in the mailbox. ActiveSync is the latest software release for synchronizing Windows Mobile-based devices with Windows XP. Microsoft ActiveSync provides a great synchronization. If the message does not get delivered to a mailbox at all, it can’t be archived and won’t be available for e. Discovery. This is by design. However, it’s important to note that this may result in your organization being out of compliance and you should change the settings in your Exchange organization, as explained below, to prevent this from occurring. If messages are never delivered to a mailbox, they can’t be archived and won’t be available for e. Discovery. You can capture messages in the transport pipeline by using Journaling, which creates a copy of the message and delivers it with a Journal report to a journaling mailbox (or more appropriately, a journaling recipient). ![]() The merits and demerits of using Journaling v/s In- Place Archiving, In- Place Hold and Litigation Hold make for interesting conversation but are beyond the scope of this article. Update 0. 8/1. 3/2. Microsoft has now added functionality to archive auto- forwarded messages for users on Hold. See Archiving auto- forwarded messages in Exchange Online and Exchange Server. For now, let’s find out how to disable automatic email forwarding in Exchange Online and Exchange Server. Office 365 users can synchronize their Outlook Web App contacts with the address book on their iPhone or iPad using the OWA for Devices contact sync feature. Applies to: Exchange Server 2010 SP3, Exchange Server 2010 SP2. Topic Last Modified: 2010-08-18. Prevent information leakage and stay in compliance by disabling automatic email forwarding in Exchange Server and Exchange Online/Office 365. I have attached a screen shoot of the. Role- Based Access Control (RBAC) puts you in control. Exchange Server and Exchange Online provide you great granular control over what your users can and cannot do using Role- Based Access Control. Brief RBAC 1. 01: Exchange controls the settings a user can change using a Management Role Assignment Policy. A Role Assignment Policy consists of a number of Management Roles and a Management Role contains Management Role Entries – the basic building block that defines each Exchange cmdlet and the parameters of the cmdlet that a user can use. You can think of the Management Role Entry as the equivalent of file level NTFS permission (aka an Access Control Entry) that applies to Exchange cmdlets and parameters. Of course, most users will never learn of this complexity as they change their settings using the UX in OWA (and Outlook). The default Role Assignment Policy assigned to users is the Default Role Assignment Policy. If you look at the Permissions slab in the EAC, you can change the individual roles included in the policy, but you can’t change the individual cmdlets and parameters that each role provides. What this means is that you can’t specifically disable forwarding- related parameters using the EAC. Remove email forwarding parameters from the Default Role Assignment Policy. The following forwarding- related parameters of a mailbox are configured using the Set- Mailbox cmdlet: Deliver. To. Mailbox. And. Forward. Forwarding. Address. Forwarding. Smtp. Address. Let’s find out which Management Roles include these parameters of Set- Mailbox: Get- Management. Role - cmdlet Set- Mailbox - Cmdlet. Parameters Forwarding. Smtp. Address. This returns a list of 3 Management Roles: Name. Role. Type—- ——–Mail Recipients. Mail. Recipients. User Options. User. Options. My. Base. Options. My. Base. Options. Out of the three roles, the Default Role Assignment Policy includes the My. Base. Options role. You can’t modify the default My. Base. Options role. But you can create a new Management Role (e. My. Base. Options- No. Forwarding) based on the My. Base. Options role and then modify the Default Role Assignment Policy to replace My. Base. Options with the new role. Figure 2: The My. Base. Options management role in the Default Role Assignment Policy allows users to set up automatic email forwarding. Create a new management role based on the My. Base. Options role. This command creates a new Management Role called My. Base. Options- No. Forwarding based on the My. Base. Options role. New- Management. Role My. Base. Options- No. Forwarding - Parent My. Base. Options. 2. Remove the forwarding- related parameters from the My. Base. Options- No. Fowarding role. This command removes the forwarding- related parameters from the new My. Base. Options- No. Forwarding role. Set- Management. Role. Entry My. Base. Options- No. Forwarding\Set- Mailbox - Remove. Parameter - Parameters Deliver. To. Mailbox. And. Forward,Forwarding. Address,Forwarding. Smtp. Address. Power. Shell Tip: List parameters included in a management role entry. A management role has entries for each cmdlet and its parameters that someone who’s assigned the role is allowed to use. Use this command to list the parameters of a cmdlet included in a management role entry: (Get- Management. Role. Entry < Management. Role. Name> \< Cmdlet. Name> ). parameters. This command retrieves all parameters of Set- Mailbox cmdlet included in role entries in the My. Base. Options- No. Forwarding role: (Get- Management. Role. Entry My. Base. Options- No. Forwarding\Set- Mailbox). Replace the My. Base. Options role in Default Role Assignment Policy with My. Base. Options- No. Forwarding. If you want to disable automatic email forwarding for all users in your organizations, you should modify the Default Role Assignment Policy to replace the default My. Base. Options role with the new My. Base. Options- No. Forwarding role you created. You can do this easily using the EAC: In the EAC, go to Permissions > User Roles and edit the Default Role Assignment Policy. You’ll notice that both the My. Base. Options and the new role My. Base. Options- No. Forwarding are selected. Clear My. Base. Options and then select My. Base. Options- No. Forwarding. Now if the users go to User Options in OWA, they won’t see the Forwarding options. Figure 4: No email forwarding options in Outlook Web App in Exchange Server and Exchange Online. Remove automatic email forwarding for users who’ve already set it up. Modifying the Default Role Assignment Policy or creating and applying a new role assignment policy prevents users from setting up automatic email forwarding in the future. You’ll also need to check and disable automatic forwarding for users who may have already set it up. Use this command to list users who have set up automatic email forwarding to an external address: Get- Mailbox - Filter . But your users may still be able to use mechanisms such as Inbox Rules in Outlook and OWA or other email clients to automatically forward email to external users. To disable client- side automatic email forwarding outside your organization, you must configure Remote Domain settings. Use the EAC to disable automatic email forwarding to external domains. In the EAC, go to Mailflow > Remote Domains. Select the remote domains for which you want to disable automatic email forwarding. Settings for the Default remote domain (the * namespace) apply to all external domains. If you want to allow automatic email forwarding to specific domains, you can create new Remote Domains. In Default remote domain settings, clear Allow automatic forwarding. Use Power. Shell to quickly get reporting data and change settings for large number of users. Managing Exchange Active. Sync Devices: Exchange 2.
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