Rule using wildcard (or domain) for handling incoming emails

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Occasional Contributor

In line with the email security best practices recommended at Ignite this year, we are blocking our staff from using auto-forwarding rules in Outlook/Exchange Online.

However there are valid scenarios where they need to know certain urgent emails have been delivered.

We have many staff working for clients or partner companies in sensitive industries where they are not permitted to access Office 365 (or indeed any webmail service) while at work.

 

What I want them to be able to do on their Office 365 email, account is something like:

 

IF sender = *@importantclient.com THEN send notification to myemail@importantclient.com

 

There are variations (perhaps include the subject line or from address in the notification, butt not the content), but that is the general idea.

 

I can do it for fixed email addresses such as knownaccount@importantclient.com, but can't find any way for end users to do this for domains (@importantclient.com or *@importantclient.com) or other wildcards (from:managersname@*).

 

I've tried in Outlook and Flow, but can't seem to make it work.

 

I know it is possible with a Transport Rule, but I don't feel inclined to give my end user enough access to create these, for some strange reason..

 

Is this doable in O365 in any way (Outlook, Exchange, Flow, anything) in a way that normal (non-technical) users are likely to be able to handle?

 

Thanks,

 

Bob.

 

6 Replies
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You can create a per-domain Outlook rule, if that's what you mean. Here's example article: https://www.slipstick.com/outlook/rules/create-rules-that-apply-to-an-entire-domain/

 

You cannot however create a rule that dynamically captures the domain part and uses it for the notification address. For that you will need some macro or other code solution.

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Dear Vasil,

Appreciated your efforts but I found one more links its more specific and proper details.

 

 

https://www.extendoffice.com/documents/outlook/1991-outlook-move-email-from-domain-to-folder.html

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This is gr8 stuff, man.
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@robert grahame  Hmm, don't have much faith in your users.  Anyway, I'm looking for the correct wildcard in rules to check ANY incoming e-mail and then follow the rule.  Per domain basis is too cumbersome.

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@Vasil Michev In "Add a Condition" select "Sender address includes" and add the domain name ex "microsoft". No @ or * needed. Then in "Add an action" select "Forward to" and add the email address that you want the emails forwarded to.

 

Similarly, you can use "Subject includes" or "Subject or body includes" in Add a condition to catch additional emails related to that client

 

I normally create these two rules to send all emails related to specific vendors to pre-defined folders. Makes it easy to organize my inbox.

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