Shared mailbox send message to external every time

Question

Shared mailbox send message to external every time

Anonymous

Well, I have looked all over and I can't find the answer. I really would like (if possible) to send a message out to every external email coming into a shared mailbox. Is this possible? I have tried with rules and transport rules, but all without success. Is there a hardwired rule in Exchange not to send repeated messages to the same external email? I just realized Email loops could happen.

Anonymous

2023-04-17T13:44:18.42+00:00

yes, though more reading I realized if one email per sender per day protocol was not in place, a mail run away could happen and overload severs, replying to each other. I had forgotten this from old times. :)
Saad Khan 11 Reputation points

2023-04-18T00:52:50.9933333+00:00

@Steve You can also use Power Automate to create such flow..

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Anonymous

2023-04-17T13:44:18.42+00:00

yes, though more reading I realized if one email per sender per day protocol was not in place, a mail run away could happen and overload severs, replying to each other. I had forgotten this from old times. :)
Saad Khan 11 Reputation points

2023-04-18T00:52:50.9933333+00:00

@Steve You can also use Power Automate to create such flow..

Answer 1

Jarvis Sun-MSFT 10,231 Microsoft External Staff

Hi @Steve,

By research, it is recommended that you can use a shared email account to log in to OWA and set up automatic replies to external emails, such as the settings below.

Please note when the Out of Office Assistant is enabled, only one reply is sent to each sender, even if you receive multiple messages from that person. More information you can refer to: Only one reply is sent to each sender when Out of Office Assistant is enabled - Exchange | Microsoft Learn User's image

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment". Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Jarvis Sun-MSFT 10,231 Reputation points Microsoft External Staff

2023-04-17T08:50:05.17+00:00

@Steve, I wanted to follow up and know if the below responses helped in answering your query. If it did, please do not forget to accept the appropriate response as Answer so that others in the community facing similar issues can easily find the solution.

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Shared mailbox send message to external every time

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