Configure Rules and Mail Flow

Rules tab

The Rules tab is used to manage mailbox rules for the selected Exchange Online mailbox. Mailbox rules can automate how incoming or existing messages are handled, depending on the rule configuration. This tab allows administrators to add an existing rule, create a new rule, review rules already assigned to the mailbox, and control whether assigned rules are enabled or disabled.

This tab is useful when a mailbox needs automatic message handling, such as routing messages, applying rule-based processing, or maintaining mailbox-specific automation. Rules should be reviewed carefully because they can affect how messages are delivered, moved, or processed for the mailbox.

Rule selection and creation

The top section of the Rules tab allows administrators to choose a rule and add it to the mailbox, or create a new rule if the required rule does not already exist.

1. Rule allows the administrator to select an existing rule from the dropdown list.
2. Add Rule adds the selected rule to the mailbox.
3. Create Rule opens the workflow for creating a new rule.

This structure supports both reuse and creation. Administrators can reuse existing rule definitions when the same behavior should be applied to multiple mailboxes, or create a new rule when a mailbox needs a different rule configuration.

Existing rules section

The Existing Rules section displays rules currently associated with the mailbox. In the screenshot provided, the list is empty and shows No records…, which means there are no rules assigned to this mailbox in the current view.

1. Selection Checkbox allows one or more rules to be selected for bulk actions.
2. Enabled shows whether the rule is currently active.
3. Rule Name shows the name of the rule assigned to the mailbox.

This table helps administrators confirm which rules are already assigned and whether they are enabled. When multiple rules exist, the order and enabled state should be reviewed carefully because rule behavior can affect mailbox message processing.

Existing rules actions

The actions below the existing rules table are used to manage selected rules.

1. Delete Selected Rules removes selected rules from the mailbox.
2. Move Up moves the selected rule higher in the processing order.
3. Move Down moves the selected rule lower in the processing order.
4. Enable activates the selected rule.
5. Disable deactivates the selected rule without deleting it.

The Move Up and Move Down actions are important because mailbox rules can be order-sensitive. If several rules apply to the same message, the processing order may affect the final result.

Rules tab actions

1. Save Changes saves the rule configuration changes without leaving the mailbox edit page.
2. Save Changes And Exit saves the rule configuration changes and returns to the previous page.

Before saving changes on this tab, administrators should confirm that the correct rules are assigned, enabled rules are intentional, and the rule order matches the expected mailbox behavior.

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Organization tab

The Organization tab contains job, department, company, manager, and direct-report information for the selected mailbox user. This tab is used to maintain the user’s organizational profile values that may appear in directory information, reports, address book details, and internal administrative views.

These fields are especially useful when the mailbox belongs to a real user and the organization wants Microsoft 365 and MSPControl records to reflect the correct business structure. Values such as title, department, company, and manager help administrators understand where the user belongs in the organization and who is responsible for them.

Organization profile fields

1. Title stores the user’s job title or role name. This helps identify the user’s position inside the company or department.
2. Department stores the department value associated with the user. This is useful for grouping, reporting, and internal organization structure.
3. Company stores the company name associated with the user. This can be useful in multi-company or customer-managed environments where users may belong to different business entities.
4. Manager assigns the manager responsible for the user. In the screenshot, a manager is selected from a dropdown list.
5. Direct Reports shows users who report to this mailbox user. This field helps represent the management relationship from the opposite direction, showing who is assigned under the selected user.

The Manager and Direct Reports fields are important for organizations that rely on hierarchy-based workflows, approvals, notifications, or reporting. Keeping these values accurate can make user management and review processes easier.

How the organization tab is used

The Organization tab helps keep mailbox user records aligned with the real business structure. When these values are populated correctly, administrators can more easily identify the user’s role, department, company association, and reporting relationship.

This tab is also useful during onboarding and employee changes. For example, if a user changes role, moves to another department, or receives a new manager, administrators can update the mailbox user’s organization profile from this tab.

Organization tab actions

1. Save Changes And Exit saves the organization profile changes and returns to the previous page.
2. Save Changes saves the organization profile changes without leaving the mailbox edit page.

Before saving changes on this tab, administrators should confirm that the title, department, company, manager, and direct-report information reflects the current organization structure.

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E-mail addresses tab

The E-mail Addresses tab is used to manage the email addresses assigned to the selected Exchange Online mailbox. This includes reviewing the current primary address, adding additional addresses, setting a different address as primary, and removing selected addresses when they are no longer needed.

This tab is important because a mailbox can have more than one email address. The primary address is the main address used for sending and identifying the mailbox, while additional addresses can be used as aliases so the same mailbox can receive mail sent to different addresses.

Add e-mail address

The top section of the tab allows administrators to add a new email address to the mailbox.

1. E-mail Address defines the local part of the new email address.
2. Domain Selector defines the domain that will be used for the new address.
3. Add E-Mail Addresses adds the entered address to the mailbox.

This structure is useful when the organization has multiple accepted domains and the administrator needs to add an alias under the correct domain. Before adding a new address, administrators should confirm that the address is spelled correctly and that the selected domain is the intended one.

Existing e-mail addresses section

The Existing E-mail Addresses section shows all email addresses currently assigned to the mailbox. In the screenshot, the mailbox has one address listed, and it is marked as primary.

1. Selection Checkbox allows one or more email addresses to be selected for actions.
2. EmailAddress shows the full email address assigned to the mailbox.
3. IsPrimary shows whether the address is the current primary address.

This list helps administrators confirm which addresses are currently attached to the mailbox and which one is used as the primary email address.

E-mail address actions

The buttons above the existing address list are used to manage selected addresses.

1. Set As Primary makes the selected email address the primary address for the mailbox.
2. Delete Selected E-Mails removes selected email addresses from the mailbox.

The Set As Primary action should be used carefully because it changes the main address associated with the mailbox. The Delete Selected E-Mails action should also be reviewed before use, especially when removing aliases that may still be used by senders, applications, or business processes.

Primary address and alias behavior

The primary email address is the main address shown for the mailbox and is typically used as the default sending address. Additional email addresses act as aliases, allowing the mailbox to receive messages sent to more than one address.

Aliases are useful when a user changes name, when a company changes domain, when a department uses multiple public-facing addresses, or when legacy addresses must continue receiving mail during a transition period.

E-mail addresses tab actions

1. Back returns to the previous mailbox page or mailbox view.

Before leaving this tab, administrators should confirm that the correct address is marked as primary and that any aliases removed from the mailbox are no longer required.

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Mail flow settings tab

The Mail Flow Settings tab controls how messages are delivered to the selected Exchange Online mailbox. This tab is used to configure forwarding behavior, define who is allowed to send messages to the mailbox, and define whether messages from specific senders should be rejected.

These settings are important because they directly affect mailbox delivery. Administrators should use this tab when a mailbox needs controlled inbound mail flow, forwarding to another recipient, or restrictions on who can send messages to the mailbox.

Forwarding address section

The Forwarding Address section controls whether mail sent to this mailbox should be forwarded to another address or recipient.

1. Enable Forwarding enables forwarding behavior for the mailbox.

Forwarding is useful when messages sent to the mailbox should also be redirected or delivered elsewhere. This may be needed during user transitions, role changes, shared responsibility scenarios, or temporary coverage. Administrators should confirm the forwarding target before enabling this option to avoid unintentionally sending mailbox content to the wrong recipient.

Accept messages from section

The Accept Messages From section defines who is allowed to send messages to the mailbox.

1. All senders allows the mailbox to receive messages from any sender.
2. Only senders in the following list restricts delivery so only selected senders can send messages to the mailbox.
3. Require that all senders are authenticated requires senders to be authenticated before messages are accepted.

This section is useful when a mailbox should not accept messages from everyone. For example, some internal-only mailboxes, resource mailboxes, or controlled workflow mailboxes may need to accept messages only from authenticated users or from a defined sender list.

Reject messages from section

The Reject Messages From section defines whether messages from specific senders should be blocked.

1. No senders means no sender-specific rejection list is applied.
2. Senders in the following list allows administrators to define senders whose messages should be rejected by this mailbox.

This section is useful when a mailbox should continue accepting normal mail but must block messages from specific senders. It provides a targeted restriction without disabling the mailbox or changing the broader organization mail flow.

Mail flow settings tab actions

1. Save Changes And Exit saves the mail flow changes and returns to the previous page.
2. Save Changes saves the mail flow changes without leaving the mailbox edit page.

Before saving changes on this tab, administrators should verify forwarding, accepted sender restrictions, and rejected sender restrictions carefully. Incorrect mail flow settings can prevent expected messages from reaching the mailbox or cause messages to be forwarded unexpectedly.

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