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| Toll Free: +44 800 088 5522 Often there is an enquiry from users that whether they would be able to block the emails that are sent to Exchange server 2013 mailbox. To effectively manage the user’s ability for sending and receiving messages, Exchange server 2013 comes with the feature of transport rules. This can be employed with any business enterprise in order to take a particular action on a message on the basis of a one or more conditions. Although the transport rules were introduced with Exchange server 2007 but they been further developed with Data Loss Prevention (DLP) in Exchange server 2013.
Transport rules are somewhat alike to the inbox rules that comes with many of the email clients. Transport rules differ from rules in the way that the former takes action on the message while they are still in transit whereas rules are generally for messages which have been already delivered. Transport rules also consists of efficient set conditions, which provides users with more flexibility to put on various messaging policies.
In the Exchange Admin Center move to the option ‘Mail Flow ‘then select the “Rules” option
Here, set a new transport role. Additionally, users can find some templates which can help you for getting started. Scroll down the list to select the option ‘Create a new rule…’ and start building the rule from scratch.
Set the first condition on the ‘Apply this rule if ‘category ‘ The sender is located…’ and choose the sender location as ‘Outside the organization’. Then select the “More options…” link.
You can then select the tab ‘add action’ to add the condition that will restrict the recipient to which messages are being sent to.
Now, one can set the action in order to reject a particular message. For rejecting messages, there are three options. Among that one can select the option “Reject the message with explanation” but if one needs to block the emails then it is better to drop them without informing the sender about it.
If a user has chosen to reject a message then probably the user also might want to stop processing other rules. For this they have to enable the checkbox against the option” stop processing more rules”.
Now, save the rule which has been created once the configuration gets complete.
All the email messages that come from external senders to that specified recipient will now be stemmed in the transport pipeline, which will be reflected in message tracking logs.
Another method which users can opt is by applying message delivery restrictions on the mailbox. This will be definitely a better method for users who want their help desk to manage this type of restriction without handing over the rights to manage transport rules in any business enterprise.
For this open the properties section of the mailbox and choose the option ‘Mailbox Features’, then scroll down to the section ‘Message Delivery Restrictions’ and click on ‘View Details’ link.
Every administrator wants to block spam emails that try to enter into the organization. The steps mentioned above will help him to block the mails that come from outside the organization by setting a new role on the Transport layer.
To move further, another common issue faced by users these days is “ Sending mail Outside the Organization” is also a common issue. The error is most commonly known as 5.7.1 Unable to Relay. The main cause of the error is that the “Exchange mail serve is configured in such a way that don’t allow users to send messages outside the organization”. Check out the post “Coping Up With Exchange 2007 Error 5.7.1 Unable to Relay” to get rid of this error
