Transport Rule

Question

Hi All

I am using exchange 2016 hybrid environment, i have a remote shared mailbox. I have a requirement, i.e. i have a shared mailbox and any email coming to this shared mailbox with an attachment containing pdf file or jpg file should be forwarded to external email address. i.e abc@Company portal .com
I created a external contact lets say abc@mydomain.com in exchange onprem.

if i perform the below steps will it work for me. is there a way which will work without creating transport rule. I am adding message header in transport rule, i am not sure is it right way.

1. Create a transport rule in exchange 2016.

Apply this if--The recipient is 'mysharedmailbox@mydomain.com'
and
Any attachment's file name matches--'.pdf' or '.jpg'
Do the following:
Set the message header to this value-->Set the message header 'APPTEST' to the value '1'

2. Outlook Rule in the shared mailbox
   Add a condition
   Message header includes: APPTEST
   Has attachment

Add an action
Move to--Folder01
Forward to-->mysharedmailbox@Company portal .com

Answer 1

Hi @Roger Roger ,
1.If we want to check the attachments contained in the mail, and according to your needs. Creating transport rules will be a good choice.

2.You have a remote shared mailbox, so we should create a transport rule in Exchange online Admin center.

3.According to the inbox rules you created, you want to keep the email in the shared mailbox and forward to external recipients, right? If so, you can create a transport rule as shown in the screenshot below. The rule is that if an email is sent to the shared mailbox "SharedRe" and the attachment contains files in the format of ".jpg" and ".pdf", the address of the contact you created will be added to the email "Bcc", and the email will also be sent to the contact.

The transport rule created above will directly redirect the mail during the mail transmission process without modifying any attributes of the mail itself. However, in emails received by external recipients, the sender will be shown as the sender sent to your shared mailbox instead of the shared mailbox. For forwarded mail, do you need to satisfy the sender to be displayed as "Shared mailbox"? If necessary, because Inbox rule cannot recognize the attachment, you need to follow your way. Make some parameter changes to the mail through the transport rule, and then forward the mail through the parameters in the inbox rule. But it should be noted that the object of "Forward to" in the example you provided should be an external contact.

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