Copy Outgoing/Incoming Emails to Another Mailbox in Exchange 2016/2019 Server

For an Exchange Server organization, email flow is common between user mailboxes. Though this can be performed by creating and sending an email individually but for some business requirements like auditing, management, review and other protocols, direct transfer or copy of incoming/outgoing emails from one user mailbox to another in the Exchange Server is required and we are going to learn some DIY solutions in this regard further in this blog.

Different Native Ways to Copy Incoming/Outgoing Emails to another Mailbox in Exchange 2016/2019

To copy emails from one mailbox to another in Exchange 2016 and 2019, Exchange administrators can try assigning a role to forward incoming emails to one particular mailbox to forward it to the specified emails. Let us know the procedure to perform it manually.

Through Exchange Admin Center – for new Exchange Server versions – 2016, 2019

User must be the Exchange administrator or have associated assigned privileges. Here, we are going to enable the Forwarding feature for a user mailbox in the Exchange Admin Center and assign a desired email address in the same organization to receive the emails automatically.

  1. Launch the Exchange Admin Center platform using the Exchange administrator sign in credentials.
  2. On the Exchange Admin Center interface, click recipients category from the left panel and then select mailboxes tab from the right panel.
  3. Now, select that user mailbox from the list from which you want to forward the emails to a specific user mailbox and click Edit icon.
  4. Now, from the new window, select mailbox features category from the left panel and go to the Mail flow section on the right panel and click View details under it.
  5. On the next page, under the delivery options section, select the checkbox saying Enable forwarding under Forwarding Address section. Click Browse to browse, select and add the desired recipient email address of the user mailbox to which the emails will be forwarded. You can also set the maximum recipients with the provided option.
    Also, select the checkbox saying Deliver message to both forwarding address and mailbox if you desire to receive recipients and forwarding emails copies. Click Save to save these settings.
  6. Now, that this forwarding feature is enabled, the emails incoming to the email address would be automatically forwarded to the specified email address of another user mailbox.

Through Exchange Management Shell – for new Exchange Server versions – 2016, 2019

Using Exchange Management Shell and running commands on it requires a technical expertise and those Exchange users who have knowledge of the same can enable the forwarding of emails to a specific user by running a single command correctly. In this method, even a minor mistake in the command syntax is not accepted.

First, run the Exchange Management Shell application on your system as an administrator and then run the following command in the correct syntax. Ensure that you provide the correct user name of the mailbox from which you want to forward emails and the email address of the recipient user mailbox.

Set-Mailbox -Identity “source user mailbox name”-DeliverToMailboxAndForward $true -ForwardingSMTPAddress target@xxx.com

It will set the forwarding of the emails from the selected user mailbox to the specified email address of another user mailbox automatically.

Through Exchange Management Console- for old Exchange Server versions – 2007, 2010

If you are old Exchange Server version user, like – Exchange 2007, or Exchange 2010, then you can use the Exchange Management Console to create the Exchange transport rule and use Conditions, Actions and Exceptions functions over
a selected Exchange user. Let us understand it better with the following execution steps.

  1. Launch the Exchange Management Console on your system.
  2. From the left panel, select Organization Configuration and then click on Hub Transport.
  3. From Hub Transport, click on the New Transport Rule option.
  4. A new page namely New Transport Rule will get open. Here, you need to create a rule through different stages.
  5. In the Introduction stage, provide a name to this new rule and click on Next.
  6. In the Conditions stage, select the checkboxes to set the desired conditions. Go the People section and add desired user mailboxes on which you want to set this new rule. Click Next.
  7. In the Actions stage, choose the checkboxes against desired actions over the mailbox emails and then click on Next.
  8. In the Exceptions stage, you can make some exceptions for desired accounts under the Accounts option while creating this rule.
  9. Create Rule stage displays all the settings to create rule, select accordingly and click on New.
  10. Finally, click on Finish option on the Completion page as the Transport Rule is successfully created.

Hence, we got to know about different ways to copy emails from one mailbox to another in Exchange Server. There is concern to practice and execute these methods correctly and user should have sound knowledge to run the Exchange Management Shell commands.

While, the above methods are to be used when copying emails from one user mailbox to another, it is crucial and wise to have backup of the Exchange Server data to avoid data loss or inaccessibility in situations like Exchange Server crash down, under maintenance, corruption of database file, damage in system or hardware, etc.

Exchange users can bank upon the most professional and advantageous Exchange Server Backup software which provides an automated, complete and secured backup of Exchange database file content to the portable PST file format. The tool supports oldest to the newest Exchange Server and Outlook version, integrates smart filters and a simple GUI. Try it once to get satisfactory results.

Summary

This blog focused on the manual solutions to move emails from one user mailbox to another in the latest Exchange Server versions for business or personal requirements. Integrated feature in Exchange Admin Center and running a command in Exchange Management Shell is described for all users along with an additional email forwarding solution with Exchange Transport Rule creation in old Exchange Server versions. A smooth and reliable third-party Exchange backup solution is proposed for quick and secured EDB file backup.

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