Set Up Email Notification

Redirects for Your Team

Currently, the Microsoft Dynamics CRM Online Team sends email notifications to the
administrative users of the Organization. Some customers want to have additional
members who are internal and external to their organizations receive these
notifications. This document outlines the steps that a CRM Online or Exchange/IT
administrator can take to automatically redirect these notification email messages
on a real-time basis to additional recipients.

Goal
Enable Customers (Organization system Administrators) to automatically redirect
email notifications from Microsoft Dynamics CRM Online (crmoln@microsoft.com) to
additional recipients, such as:
1. Individual(s) who is not a user of the CRM Online Organization, such as the
Partner of Record
2. Individual(s), both internal and external to the customers company (domain)
All redirect emails will retain the original sender context, which is Microsoft
Dynamics CRM Online (crmoln@microsoft.com) in this case.
You can do automatic redirection of email notifications in Exchange Server 2007 and
above by setting up transport rules. This is for users on:
1. Exchange Server On-Premise deployment
2. Office 365 Exchange Online service and
3. Hybrid Deployment: Microsoft Exchange Server on-premises and Microsoft Office
365 Subscription with Exchange Online
*The set of instructions that follow for each of these classes of deployments are based
on publically available Microsoft Product guidelines.
*The designated Exchange or System Admin on the customers deployment is the person
who must complete these instructions.

4. Email deployments other than Microsoft Exchange

Microsoft Exchange Server OnPremises deployment

Applicable for: Microsoft Exchange Server 2007 and above
Requires: Exchange Administrator-level Permissions

Act 1: Create a distribution group

Act 2: Create external contacts in Exchange
Act 3: Add members to the distribution list
Act 4: Create a redirect transport rule

Act 1:

Create a distribution group using Exchange Management Console (EMC)

on Exchange 2007 and above Hub server
The purpose of creating a distribution group is to have a container which includes
the set of email addresses, who are to be the recipients of the email notification
from the auto-redirect transport rule. Microsoft Dynamics CRM Online relies on the
designated system administrator and Initial User email addresses, as assigned by
the customer within CRM. They are the original recipients of all email notification
from CRM Online.
Refer to: Create a Distribution Group
Note: IT Administrators often use Identity Lifecycle Manager 2007 (ILM 2007) for

provisioning users, contacts, and mailboxes in enterprise Active Directory and

Exchange platforms.
Identity management tools such as ILM 2007 and Forefront Identity Manager 2010
(FIM 2010) need to be Global Address Lists (GALs) synchronized with Exchange
environments, to enable creating distribution group and adding members from the
GAL to it. When such a synchronized implementation exists, you can use ILM 2007
or FIM 2010 instead of Exchange Management Console.
Refer to: Exchange Provisioning using ILM 2007 and FIM 2010

Create the distribution group

1. Open EMC.
2. Navigate to Recipient Configuration > Distribution Group > New
Distribution Group.
3. Follow the New Distribution Group wizard, as illustrated:

4. Click Next.

5. For Group type, select Distribution.

6. Click Next.

7. Click New.

8. Click Finish.
The distribution group CRM Online notifications is created.

Act 2:

Create mail contacts

Mail contacts are mail-enabled Active Directory objects that contain information
about people or organizations that exist outside your Exchange organization. Each
mail contact has an external e-mail address.
Mail contacts are created corresponding to the external contacts so that these are
viewable in the Exchange Global Address List (GAL). This will eventually allow the
external contact to be added to the distribution group to receive the notifications.
Refer to: Create a Mail Contact

Create Mail contacts

1. Open EMC.
2. Navigate to Recipient Configuration > Mail Contact >New Mail Contact.
3. Follow the New Mail Contact wizard, as illustrated:

4. Click Next.

5. Enter the external/target address of the contact.

6. Click OK.

7. Click New to start creating a new contact.

8. The summary page will be displayed. Click Finish to complete the process of
contact creation.

Act 3:
Act 1

Add members (internal and external) to the distribution group created in

Members who belong to a distribution group will receive e-mail messages sent to
that group.
Refer to: Add a Member to a Distribution Group

Add members to the distribution group

1. Open EMC > Recipient Configuration > Distribution Group.
2. In the middle pane, highlight the new distribution list and open its Properties
page.

Note: Contoso.com is the domain name on which this procedure is being

performed.
3. Click the Members tab.

4. To incorporate members in the distribution list, click Add.

5. Add the contacts created in ACT 2 and the internal members from the list and
click Apply.
6. Click the Membership Approval tab, and select which option you want for
Choose whether owner approval is required to join the group. Click OK.

7. Click the Mail Flow Settings tab.

8. Click Properties.

9. Ensure that the checkbox Require that all senders are authenticated is clear.
This checkbox needs to be clear because the original sender
(crmoln@microsoft.com) is outside the org, and not authenticated.
10.Click OK.
11.On the main properties window, click APPLY and OK.
The Distribution List is now populated with internal and external members.

Act 4:

Create a redirect transport rule

This is the final procedure, which will enable the distribution group members to
receive the auto-redirected message, initially sent by crmoln@microsoft.com, to the
CRM Online Organizations System Admins of record.
The distribution group members will receive the message with the context of the
original sender, which is crmoln@microsoft.com.
Note: For transport rules to be applied to e-mail messages, there should be NO
administrator-configured transport restriction that prevents its delivery. If a
transport restriction prevents delivery of a message, the Transport Rules agent can't
act on that message, and no Transport Rules agent events are logged.
Refer to: Create a Transport Rule

Create the transport rule

1. Navigate to Organization Configuration > Hub Transport > Transport
Rule.
2. Follow the steps in the New Transport Rule wizard.
3. In Name, type the name to the transport rule.

4. Click Next.

5. Under Conditions, select From people.

6. Click the people link to specify the sender.

7. Expand the Add menu, and click External Email Address.

8. Type crmoln@microsoft.com and then click OK.
9. Select the sent to people check box.

10.Add the internal recipients

Note: Internal Recipients are designated System administrator and Initial User
email addresses for the CRM Online organization and as assigned by the customer
within CRM. They are the original recipients of all email notifications from CRM
Online.

11.Click Next.

12.Under Actions, you need to redirect the email to the distribution group CRM
Online Notifications created in ACT 1. Select the option redirect the message
to addresses and provide the distribution group details.
13.Click Next.
14.Skip the Exceptions section and click Next.

15.Review the Create Rule summary page and click New. The rule will be created
now.
16.Click Finish.
Note: Give sufficient time for the Active Directory replication. This could take
anywhere from 20-25 minutes, depending on the replication traffic and your
environments topology.

Microsoft Office 365 Subscription

with Exchange Online
Applicable for: Microsoft Office 365 subscription

These instructions are to be completed by the User of the O365 Mailbox.

Act 1: Create internal and external Mail contacts in Exchange Online
Act 2: Create a distribution list and add contacts
Act 3: Create a redirect transport rule using MailFlow

Act 1:

Create internal and external Mail contacts in Exchange Online

Refer to: Manage Mail Contacts

Note: A user with Administrator privilege on the Office 365 subscription can
perform these steps within the Exchange Admin Center. Create all Mail contacts who
are the intended recipients of the redirected email.

Act 2:

Create crmoln@microsoft.com as a Mail contact

Refer to: Manage Mail Contacts

Note: A user with Adminstrator permissions on the Office 365 subscrition can
perform these steps. This step will allow crmoln@microsoft.com to be created within
the Office 365 subscriptions directory of contacts and will be referenced during the
creation of the Inbox Rule.

Act 3:

Create a Distribution Group and add contacts created in Act 1

Refer to: Manage Distribution Groups

Note: A user with Adminstrator permissions on the Office 365 subscrition can
perform these steps.

Act 3:

Create a redirect Inbox Rule

Refer to: Use rules to automatically redirect messages

Note: Each CRM Online System Administrator must complete these steps inside
their respective Exchange Online mail box. Notifications sent from Microsoft
Dynamics CRM Online (crmoln@microsoft.com), will reach the CRM Online System
Administrator(s) at their configure Exchange Online mail box.

Follow the guided steps.

It was received from is crmoln@microsoft.com, the sender context of

notifications from Microsoft Dynamics CRM Online.
Redirect the message to is the Distribution List created in ACT #3

Hybrid Deployment: Microsoft

Exchange Server on-premises and
Microsoft Office 365 Subscription
with Exchange Online
Applicable for: Microsoft Exchange Server 2010 and above | Requires: Exchange Admin
Privilege
Applicable for: Microsoft Office 365 subscription

A hybrid deployment offers organizations the ability to extend the feature-rich

experience and administrative control they have with their existing on-premises
Microsoft Exchange organization to the cloud. A hybrid deployment provides the
seamless look and feel of a single Exchange organization between an on-premises
Exchange Server organization and Exchange Online in Microsoft Office 365.

Where this is the case, the procedures as listed below can be completed on either of
the deployments.
Act 1: Create a distribution group
Act 2: Create external contacts in Exchange
Act 3: Add members to the distribution list
Act 4: Create a redirect transport rule
Refer to: Transport Rules | Section: Rule Replication and storage in mixed

environments
The detailed instructions to complete these set of procedures are the same as
explained earlier for:

Microsoft Exchange Server on-premises deployment

Microsoft Office 365 Subscription with Exchange Online

For Email Deployments Other

Than Microsoft Exchange
To create Mailbox rules to auto redirect emails from CRM Online
(crmoln@microsoft.com) to additional recipients, the design of the approach would
remain as:
Act 1: Create a distribution group
Act 2: Create contacts
Act 3: Add contacts to the distribution list
Act 4: Create a redirect Mailbox rule
We recommend that IT Admins and Mailbox Users follow their Email systems
product guidance to complete the procedures.

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