Office 365: Sending a mail from a shared mailbox to a specific recipient after a manager has approved
SCENARIO
A project company created a team reserved for the "XYZ" Project.
They are part of this project: Tec_1, Tec_2 and Manager_1.
The customer receives the projects at his email address, technet.external.domain@gmail.com, only messages sent by email tecnical_staff@mb0339.online rejecting all the others.
The design company decides to assign a shared mailbox, Tec_staff, to the "XYZ" Project and to give "full access" and "send as" permissions to Manager_1, Tec_1 and Tec_2.
The company decides to block outgoing emails from Tec_1 and Tec_2 to the customer.
The company decides to approve the e-mails exiting from Tec_staff to the customer by the user Manager_1, responsible for the "XYZ" Project.
Manager_1 can decide whether or not to approve the emails sent to the customer.
IN THIS SIMULATION:
· Manager_1@mb0339.online; responsible for the project and the emails leaving the technicians
· Tec_1@mb0339.online and tec_2@mb0339.online; technicians participating in the project
· Tecnical_staff@mb0339.online; shared and only mailbox authorized to send mail to the address "technet.external.domain@gmail.com"
· Technet.external.domain@gmail.com; customer receiving projects only from the shared mailbox "tecnical_staff@mb0339.online".
STEP 1: Block outgoing emails from "Tec_1" and "Tec_2" to 'technet.external.domain@domain.com
1. In Office 365 administration click "Admin Center" and click "Exchange"
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2. In "Mail flow" click "Rules"
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3. Click "new" then click "Create a new rule ..."
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4. Before completing the fields click "More options" to have all the possible options
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5. Complete the "Name:" field and add the senders by selecting the condition "* Apply this rule if .."
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When I select the condition, ask me to select the senders:
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8. Select the second condition, "The recipient ..." then "address includes any of these words ..". In the new window that appears add the complete address of the recipient technet.external.domain@gmail.com, click "+" then "OK"
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9. After adding the conditions, insert the action of the rule. I select "Block the message" then "Reject the message and include an explanation". Insert a motivation and click "OK", click "save" and the first rule is ready.
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- To test the newly created rule, send an email from "TEC_1" to technet.external.domain@gmail.com. Immediately I receive an email where it indicates that the message sent was blocked by a rule created by an administrator.
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STEP 2: Creating the rule that will send to Manager_1 the messages sent from the shared mailbox tecnical_staff@mb0339.online for approval
1. I go back to the Exchange Admin Center, mail flow and create a new rule by clicking "new"
2. Fill in the "Name:" field and use the condition "The sender is .. [shared mailbox]" and the action "Forward the message for approval to .. [Manager_1]" and click "SAVE"
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3. Now that the rule has been created I make simulations.
SIMULATION 1
· Tec_1 accesses the Tecnical_staff shared mailbox and sends an email to the customer
· Manager_1 receives the approval request from Office365
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Manager_1 approves and the email arrives regularly to the recipient
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SIMULATION 2
· Tec_2 accesses the Tecnical_staff shared mailbox and sends an email to the customer
Manager_1 receives the approval request from Office365 but refuses to send the email
· The shared mailbox receives the rejection notice
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COCLUSED SIMULATION
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