Category: Configure message delivery restrictions for a distribution group

The following will allow a specific external domain to send emails to one of our internal distribution groups without opening it up to the whole internet. This is written for Exchange but I'm sure it also applies to newer versions as well as O potentially. Create a new Transport rule and call it something relevant, maybe add a description if you're feeling like it. Step 1 - 'when any of the recipients in the To or Cc fields are people' set to your distribution group.

Step 2 - 'silently drop the message' you can use what you want but I don't want anyone else knowing whether it went through or not. Step 3 - 'except when the From address contains specific words' set to the domain that you want to allow, eg. Make sure in step 3 you don't use any wildcards or anything, since it's just a pattern match you only need the domain.

How to allow outside senders on a set of Distribution Groups

Pro Tip - Use the Message Tracking tool to check this if you're not receiving emails like you think you should be. It will give you a hint as to why in the 'Recipient Status' column in the form of a code and explanation, which helped me figure out why it wasn't working when I was setting it up.

Home Email Microsoft Exchange How-tos. Allow specific external domains to email your distribution group address. Opac on August 18, am. Aug 18, 2 Minute Read. Reply 0. Facebook Twitter Reddit LinkedIn. Gareth Perkins. Opac 8 years in IT Other.

Track Progress. Earn Credits. Step 2: Create a Transport Rule. In the setup wizard use the following settings - Step 1 - 'when any of the recipients in the To or Cc fields are people' set to your distribution group Step 2 - 'silently drop the message' you can use what you want but I don't want anyone else knowing whether it went through or not Step 3 - 'except when the From address contains specific words' set to the domain that you want to allow, eg.

Read these nextMessage delivery restrictions are useful to control who can send messages to users in your organization. For example, you can configure a mailbox to accept or reject messages sent by specific users or to accept messages only from users in your Exchange organization. Message delivery restrictions do not impact mailbox permissions. A user with Full Access permissions on a mailbox will still be able to update the contents in that mailbox, such as by copying messages into the mailbox, even if that user has been restricted.

The message delivery restrictions covered in this topic apply to all recipient types. To learn more about the different recipient types, see Recipients. Create and manage distribution groups. Manage dynamic distribution groups. You need to be assigned permissions before you can perform this procedure or procedures.

configure message delivery restrictions for a distribution group

To see what permissions you need, see the "Recipient Provisioning Permissions" section in the Recipients permissions topic. For information about keyboard shortcuts that may apply to the procedures in this topic, see Keyboard shortcuts for the Exchange admin center.

Having problems? Ask for help in the Exchange forums. In the list of user mailboxes, click the mailbox that you want to configure message delivery restrictions for, and then click Edit. Under Message Delivery Restrictionsclick View details to view and change the following delivery restrictions:.

Accept messages from : Use this section to specify who can send messages to this user. All senders : This option specifies that the user can accept messages from all senders. This includes both senders in your Exchange organization and external senders. This is the default option.

It includes external users only if you clear the Require that all senders are authenticated check box. If you select this check box, messages from external users will be rejected.

Only senders in the following list : This option specifies that the user can accept messages only from a specified set of senders in your Exchange organization. Click Add to display a list of all recipients in your Exchange organization. Select the recipients you want, add them to the list, and then click OK.

You can also search for a specific recipient by typing the recipient's name in the search box and then clicking Search. Require that all senders are authenticated : This option prevents anonymous users from sending messages to the user. This includes external users that are outside of your Exchange organization. Reject messages from : Use this section to block people from sending messages to this user.

No senders : This option specifies that the mailbox won't reject messages from any senders in the Exchange organization. Senders in the following list : This option specifies that the mailbox will reject messages from a specified set of senders in your Exchange organization.

The following examples show how to use Exchange Online PowerShell to configure message delivery restrictions for a mailbox.

Creating a Distribution Group in Exchange 2013

For other recipient types, use the corresponding Set- cmdlet with the same parameters. This example configures the mailbox of Robin Wood to accept messages only from the users Lori Penor, Jeff Phillips, and members of the distribution group Legal Team 1. If you're configuring a mailbox to accept messages only from individual senders, you have to use the AcceptMessagesOnlyFrom parameter.

If you're configuring a mailbox to accept messages only from senders that are members of a specific distribution group, use the AcceptMessagesOnlyFromDLMembers parameter.

This example adds the user named David Pelton to the list of users whose messages will be accepted by the mailbox of Robin Wood.Some distribution groups are too large to allow just anybody to send an email to it.

Some distribution groups have important members whose time is too valuable to waste with CC storms and chatter from the rank and file. Exchange allows you to restrict who can send a message to a distribution group. From here you can add one or more specific users who you want to allow to send to this distribution group.

However, as your organization grows and matures, managing these restrictions could become a veritable nightmare. Microsoft has long recommended a strategy of assigning access to resources in which the users are put in a group and then only the group is given access to the resource. You can do it all from Active Directory. Follow these steps when you create a group that needs to be restricted.

You are an Exchange Administrator after all. Now, whenever you want to add or remove someone from the list of people authorized to send messages to all of your company executives, you can just edit the authorization group membership instead of modifying the delivery restrictions on the distribution group itself. This is a little more complicated to set up, but you will be very glad you went to the extra trouble now.

It will save you a lot of work and confusion later. I wrote this function that you may find useful. In our organization, we have more distribution groups than we do AD accounts, so we wanted an easy way to manage this feature without adding additional groups. Your email address will not be published. Save my name, email, and website in this browser for the next time I comment. Jay Carper : ExchangeTips.

About Jay Carper Privacy Policy. Decide what you will name the distribution group. Everyone will see this group in the Global Address List, but only a few people will be able to send messages to it. Create an authorization group. I recommend you create a separate OU in your Active Directory tree to hold email authorization groups. Name your authorization group in such a way that it will always be obvious what it is for.

January 8, at pm. Leave a Reply Cancel reply Your email address will not be published. Follow me! Search ExchangeTips.Exchange Server allows you to restrict who can send to distribution groups. You can do this in different ways, but it is important to understand the pros and cons of each type of distribution group protection so that you choose the correct one for your situation.

Each of these methods can be implemented from any workstation or server you've installed the Exchange management tools on.

If you want to prevent any external sender from being able to send email to a distribution group you can simple enable the authentication requirement for that group. This option is enabled by default for distribution groups created in Exchange Serverbut may have to be manually enabled for groups that existed before your Exchange migration occurred.

This will prevent external, unauthenticated senders from being able to send to the distribution group but may also prevent senders such as network devices or applications from sending to the list if the device or application can't perform SMTP authentication. Requiring authentication for an Exchange distribution group won't prevent any authenticated senders from sending to it, for example all of the mailbox users in your organization will still be able to send.

In some organizations it is desirable to restrict certain distribution groups to only certain senders. This can be performed by configuring the Accept Messages From setting in the Message Delivery Restrictions, and specifying mail-enabled groups who are allowed to send to the list. Outlook and OWA users will see a warning if they compose an email to a group they are restricted from sending to.

If the sender persists and sends the email anyway they will receive a non-delivery report. Restricting distribution groups in this way gets the job done but it is an all or nothing approach. There is no scope to allow some messages from people through to the distribution list.

“Couldn’t find object” in Get-DistributionGroup while modifying Message Delivery Restrictions

When you have a distribution group that you want everyone to be able to send to, but you want to be able to approve or reject messages on a case by case basis, you can use moderation. Outlook or OWA users will see a warning when they are composing a mail to send to moderated groups. Moderation can lead to delivery delays while messages are approved. You can optionally configure a moderated group so that specific senders bypass the moderation requirement, so that frequent or trusted senders can send messages without any delays.

As you can see each of these methods of restricting who can send to distribution groups has its pros and cons. There is no one size fits all approach, but you should be able to find a method that works best for your specific scenario. He works as a consultant, writer, and trainer specializing in Office and Exchange Server.

Great, I will look into it. Your articles tips and info here is being very helpful to me, makes my job easier. Hello i have a very specific scenario i need your assistance with i have a small group of users for which i need to do the following:. Could you please suggest a way to give permission to user at once in all sub-members of the DL or I have to give permission on them one by one.

Send a email outlook calendar to few group min 5groups. Each group has min email ID. Please try sending this message again.It's frustrating when you get an error after sending an email message. This topic describes what you can do if you see error code 5. This information also applies to error codes 5.

There can be several causes for dsn error code 5. Typically, this error indicates a security setting in your organization or the recipient's organization is preventing your message from reaching the recipient. For example:. The recipient is a group, and you don't have permission to send to the group or one of its subgroups.

You don't have permission to send email through an email server that's between you and the recipient. Typically, you can't fix the problem yourself. You'll need the recipient or the recipient's email admin to fix the configuration on their end. However, here are some steps that you can try:.

If the recipient is external outside of your organization : Contact the recipient by phone, in person, etc. Their email admin might need to reconfigure the recipient's mailbox so it accepts email from you. If the recipient is an internal group : You might not have permission to send to the group or to one of its subgroups. In this case, the NDR will include the names of the restricted groups that you don't have permission to send to. Ask the owner of the restricted group to grant you permission to send messages to the.

If you don't know the group's owner, you can find it in Outlook or Outlook on the web formerly known as Outlook Web App by doing the following steps:.

If you're sending to a large distribution group : Groups with more than 5, members have the following restrictions automatically applied to them:. Large messages can't be sent to the group.

Set Office 365 Distribution Group Delivery Restrictions via PowerShell

However, senders of large messages will receive a different NDR. For more information about large messages, see the "Distribution group limits" section in Exchange Online Limits. To resolve the issue, join the group, or ask the group's owner or moderator to approve your message. Refer them to the I'm the owner of a restricted group. What can I do? If none of the previous steps apply or solve your issue, contact the recipient's email administrator, and refer them to the I'm an email admin.

How can I fix this? If a message sender received this NDR when they attempted to send a message to your group, and you want them to successfully send messages to your group, try one of the following steps:. Remove the sender restriction : Change your group settings to unblock the sender in one of the following ways:. Add the sender to the group's allowed senders list. Note that you must create a mail contact or a mail user to represent the external sender in your organization.To allow the user to manage to send to all users, he needs to be allowed on the main DL plus all the nested DL, but this method is easily overlooked when granting this permissions.

In general, we must configure "allow" permission on top DL and all nested DLs. And no way to set something like "flag". Yes, I know in general we need to configure the "allow" on the top DL, then check for nested group and configure allow then on each DL check for 2nd layer DL and so on but its very manual.

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configure message delivery restrictions for a distribution group

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configure message delivery restrictions for a distribution group

I do not want to set my MS Exchange to flat restriction checking. Kindly advice poku. Thursday, June 8, AM. If you have feedback for TechNet Subscriber Support, contact tnmff microsoft. Friday, June 9, AM. Hi Lynn thanks for the reply. Your best bet is to simply create a mailbox for "All Users" submissions and instruct users to sent them there, then an administrator who monitors the mailbox can send the message for them. Sunday, June 11, AM.Hi chris, i am wondering if i can choose a specific outside sender to send to a Distribution Group and block the rest to send to this Distribution Group, because the above configuration will allow anyone to send to the Distribution Group.

You may be able to do this with transport rules or the built in anti-spam and email filtering in Exchange. Please post your final solution! This does not work. Emails still fail. Hi Cheslin, if you follow the steps in the article then it will make it so your distribution group can receive email from senders outside your organization internet senders.

I have done some research and due to the current set up of the hybrid environment, and the mail flow set up, this makes sense why distribution groups would not receive external email.

Once the MX records are pointing to then this should work, I believe this will be updated soon. My guy at the data centre says I can only allow mail from outside senders to all or a large set of Distribution Groups using the Exchange Management Shell when the migration is done, is this correct? You can allow outside senders to send to a single distribution group or multiple distribution groups.

As soon as mail is flowing to your Office Exchange Onlinethen the distribution groups will be able to receive external email. If you are running a hybrid configuration, then your Office distribution groups will be able to receive external email as soon as email routing connectivity is in place between your Exchange on-premise and your office Your email address will not be published.

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