In the current article, we review the implementation of an Automatic Reply mailbox rule using…
This is the second article in the article series Prevent to the option of Reply All.
In the current article, we will review an additional method for preventing to the option of – Reply All.
The method which we use this time is built around a concept in which we send the E-mail message to a distribution group instead to a list of recipients.
Prevent to option of Reply All | Article Series
The Prevent to option of Reply All article series, including the following three articles:
- Prevent the option of Reply All – Using BCC – Part 1#5
- Prevent the option of Reply All using Distribution Group + Delivery management restrictions – Part 2#5
- Prevent the option of Reply All using Outlook Form – Part 3#5
- Prevent the option of Reply All by using NoReplyAll Outlook Add-In – Part 4#5
- Set the default Reply option for OWA and set Mail tips for distribution group – Part 5#5
One of the properties of a distribution group in an Exchange-based environment described as – delivery management restrictions. This option enables us to define an “allowed list of the recipient” who are authorized to send E-mail to the species distribution group.
In our scenario, we will restrict this list to one recipient. The outcome is that the recipients who get the E-mail that was sent to the distribution group, will not be able to use the Replay all options which will use the E-mail address of the distribution group.
It’s important to emphasize that a “smart user” can very easily bypass this restriction by expanding the group and display a list of the group members.
This method is not intending to provide a “Full solution” but instead, prevents accidentally “hitting” the Replay all icons.
Method 2#4 – Prevent “Reply All” | Using a Distribution Group + delivery management restrictions
In the following section, we will demonstrate how to use a Distribution Group + delivery management restrictions for – preventing the option of using “Reply All”.
One of the distribution group management options is related to our ability to define an “approved list” of recipients, which are allowed to send E-mail to the distribution group.
In our scenario, we are going to block the “ability to send E-mail” to the distribution group which we are going to use.
In other words, all the organization recipients are not allowed to send E-mail to the particular distribution group besides the manager of the distribution group.
In case that a recipient who got the E-mail wants to use the Reply All option, meaning, Reply to the E-mail address of the distribution group, he will not be able to complete the task because he is not allowed to send E-mail to the specific distribution group.
Our scenario has the following characters
- Bob is the manager of human resources department.
- Often, Bob needs to send E-mail to the company employees.
- We want to prevent from the company recipients the ability to Reply to the E-mails that Bob sends.
For this purpose, we will implement the following steps
- We will create a new distribution group named All Employees.
- We will add the recipient names of the company recipients to the “All Employees” distribution group.
We will define the following configuration settings:
- We will set the list of “allowed to reply recipient” to include only Bob’s name by defining the option of – delivery management restrictions.
Phase 1#2 – Creating a new distribution group and set the required configuration
- Login into the Exchange Online management console
- On the left menu bar, select the recipient
- On the top menu bar, select groups menu
- Select the plus icon
- Select the Distribution group menu
In our particular scenario, we will name the distribution group as “All Employees.”
We will add the recipient named of the company recipients to the “All Employees” distribution group.
- In the Members section, select the plus icon to add the required recipients
- On the left menu bar (the distribution group settings) select the menu
The default setting is – only senders inside my organization
In our scenario, we are going to “harden” this default setting.
We will set the delivery management restrictions so, only one recipient has the permissions to send E-mail to the “All Employees” distribution group.
We will add Bob’s names (Bob is the human resources department manager).
Phase 2#2 – Sending E-mail to a restricted distribution group
In this section, we will demonstrate the way that Bob is going to send an E-mail to the “All Employees” distribution group. In addition, we will simulate a scenario in which one of the recipients tries to use the option of Reply All
Angelina is a member of the “All Employees” distribution group.
Angelina can see the information about the recipient whom the E-mail sent to them. In our scenario, Angelina can see that the E-mail was sent to the “All Employees” distribution group.
Technically, Angelina can try to use the “Reply All” button although the specific distribution group includes the restriction.
When Angelina uses the “Reply All” option a warning message (mail tip) appears at the top of the E-mail message and informs her that she doesn’t have the required permissions for “replying” to the specified distribution group.
In our scenario, Angelina decides to ignore the warning message and reply to the “All Employees” distribution group.
In the following screenshot, we can see the NDR message that was sent by the Exchange Online server. The NDR message informs Angelina that her E-mail couldn’t be sent
The group All-Employees only accept messages from people on its allowed sender’s list, and your email address isn’t on the list.