Forum Discussion
Create new email alerts for board members
Hi,
We have a number of board members who have been set up with Exchange Online mailboxes, e.g. mr.board@investni.com
I want to send an alert to their personal email accounts that they primarily use when they receive an email to their exchange online mailbox. (not a forward, just an alert that they have received an email)
I know that they can do this from the client when the log into https://outlook.office.com/ but I do not want to email them with these instructions as they are busy and might not do it.
Is there a way to set up "new mail" alerts from admin centre?
Thank you,
Ollie
Hi Oliver,
Hope you are well.
I would recommend a flow. Here is a flow which creates push notifications every time the recipient receives an email in their Office 365 mailbox
Best, Chris
Christopher,
Thanks for your reply.
I have tried this but the notification doesn't come through.
I want to send "New corporate email alerts" to Board members private email address whenever they receive a new email in their corporate Office 365 cloud Inbox. see screenshot.
I do not know their passwords. Can i use an administrator account as the connector?
Ollie
As I understand the issue, the ask is to notify the board members that they have email to read instead of forwarding a copy of the messages from their hosted mailbox to their personal mailbox. Forwarding email outside Office 365 to personal mailboxes is always a bad idea when it comes to company officers and executives because of the danger of compliance violations. I would therefore not look at any forwarding solution.
It's reasonable and in line with the obligations that board members take on when they join a board to ask them to sign in to read confidential information and to only store that information within a repository managed by the company. It would be possible to write code with EWS or the Graph APIs to monitor mailboxes and send board members a summary of messages waiting their attention (PowerShell is out of the question because PowerShell can't access user content, which is why EWS and the Graph exist).
Alternatively, if you want an OOTB solution, set up Teams and and create a team for the board members. They'll receive email notifications when messages are posted that need their attention. I use Teams for board-level communications in companies I work with and it's a nice solution because boards are small groups that need to share confidential messages and documents. Teams does this OOTB.
Not sure I understand the scenario... If you want this for every message, why don't you simply configure a forward, with the "delivertomailboxandforward" setting toggled, so that messages arrive in both the company and personal mailbox. Or if you want this for specific messages only, you can set up more granular forwarding via Transport rule and the "Add recipients" action therein. Inbox rules can also work as Chris suggested above. Or you can create a DG for the address(es) in question and add both the personal and company address as members... there are tons of options.
- Couple ways off the top of my head you could do.
1. Manage the rules via power shell and create a rule for users. https://www.codetwo.com/admins-blog/managing-outlook-rules-powershell/
2. Exchange Transport rules. Probabaly not the best use of resources here but you could.
3. Flow. You would need to have permission and create one for each mailbox but you could trigger on new email arrive for each and send alert mail. Or technically you could create one flow and forward a copy of their email to the single flow mailbox. Do some parsing and send email alerts from that.
