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Don't let undelivered mail swamp your mailbox

Exchange Tip: Don't let undelivered mail swamp your mailbox

Don't let undelivered mail swamp your mailbox
Adesh Rampat

At times non-delivered mails from list servers may tend to flood the postmaster's mailbox, especially when an employee leaves the organization. In some instances you can route the mail to an alternate SMTP address until the former employee assigns all subscriptions to this new address. This, of course, is subject to management approval. But what if the former employee doesn't do the forwarding? How would you deal with this situation?

The solution is to create a mailbox and route all of the former employee's mail to this mailbox. Be sure to hide this mailbox from the Global Address List to prevent users from sending mail to it. Also, allow this mailbox to reject mail from the company's distribution lists, such as "All Staff." Depending on the amount of e-mail being received you should periodically perform maintenance checks on this mailbox.

To create a mailbox to store non-delivered mails temporarily:

  1. Create a mailbox. Click on File|New Mailbox.
  2. For Display Name select any name of your choice. Be sure to hide it from the Global Address List.
  3. Click on the E-mail Addresses tab.
  4. Type the SMTP address of the former employee.
  5. Click OK.

Exchange will then deliver all mail it receives for the former employee's SMTP address to the mailbox.

Adesh Rampat has 10 years experience with network and IT administration. He is a member of the Association of Internet Professionals, the Institute for Network Professionals, and the International Webmasters Association. He has also lectured extensively on a variety of topics.

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