Auto forward Emails from Microsoft Office 365

In this article, you will learn to auto-forward Emails from Microsoft Office 365.

Lavanya R

25 Apr, 2024 - Updated 8 days ago

Introduction

Have you integrated Vtiger CRM with your Office 365 account? Are you using a Distribution List email in Office 365? Then you can auto-forward emails from your Distribution List email to Vtiger CRM.

What is a Distribution List in Microsoft 365?

A Distribution List up is an email management feature in Microsoft Office 365 that lets you send emails to multiple recipients using a single email address.

This tool helps you streamline communication, ensuring that information reaches all relevant and large parties efficiently.

Types of Distribution Groups

In Office 365, you can create the following types of Distribution groups:

Public Groups: These are open for any user within the organization to send emails to, and are typically used for broader communications like newsletters, announcements, or meeting invitations.
Private Groups: These are restricted to specific users, and only these users can email other group members. These are suitable for sensitive communications.

Creating a Distribution List for Vtiger in Office 365

Creating a distribution list for Vtiger in Office 365 can significantly improve communication and foster better collaboration among team members who use Vtiger CRM.

It allows for easy sharing of tips, troubleshooting advice, best practices, and CRM updates that can help users maximize their use of the software.

Auto-forwarding Emails from Microsoft Office 365 to Vtiger CRM

You can add CRM users, company employees, customers, or external groups (partners, clients, contractors, and stakeholders) to a Distribution List or group.

When you integrate your Office 365 account with vtiger CRM, you can forward emails from your Distribution list email ID to Vtiger Inbox. This will help you manage your email communication efficiently.

Setting up Auto forwarding in Outlook

Follow these steps to set up auto-forwarding in Outlook:

Log in to the Outlook account that you have set up as a mailbox in Vtiger CRM.
Click the Settings icon located on the top right.
Click View all Outlook settings.
Select Settings > Mail > Forwarding.
Select the Enable forwarding checkbox.
1. Note: Uncheck the Enable forwarding checkbox to stop auto-forwarding your emails.
Enter your mailroom address in the textbox.
Select the Keep a copy of forwarded messages checkbox if you want to keep a copy in Outlook.
Click Save.

You must take an additional step in Microsoft Office 365 to complete the process.

As part of their outbound spam protection, Office 365 accounts, by default, block automatic email forwarding. If external forwarding is disabled for your Office 365 account, you will see a bounce message in your Office 365 inbox after attempting to set up auto-forwarding to Vtiger.

The text of the bounce will include this line: 550 5.7.520 Access denied. Your organization does not allow external forwarding. Please contact your administrator for further assistance. AS(7555)
To avoid this error, your administrator must make the following changes:

Log in to your Office 365 Security & Compliance portal.
Go to Policies & rules on the left menu.
Select Threat policies.
Search for the Policies section and click the Anti-spam block.
Click on Anti-spam outbound policy (Default).
Scroll to click the Edit protection settings link at the bottom of the sidebar.
Go to the Forwarding Rules section and click the Automatic forwarding rules dropdown.
Choose the On - Forwarding enabled option.
1. Note: You will be unable to set up auto-forwarding if your user role does not have permission to configure outbound spam filters in Office 365.
  1. To add, modify, and delete outbound spam policies, you need to:
  2. Be a member of the Organization's Management or Security Administrator role groups or,
  3. Reach out to the Admin user of your Office 365 account to give you the required permission.
  4. Only the users in the above-mentioned groups can configure outbound spam filtering in EOP.
Click Save.

The auto-forwarding setup for Outlook emails is now complete.

How to Auto-forward your Distribution Group Emails to Vtiger CRM

Auto-forwarding your Distribution List emails to Vtiger CRM requires you to:

Step 1: Create a Distribution List in Office 365
- Click here to learn how to create a Distribution List in Microsoft Office 365.
Step 2: Add contacts to a Distribution List
- Click here to learn how to add a contact to a Distribution List in Microsoft Office 365.
Step 3: Add external users (customers, partners, stakeholders) to a Distribution List
- Click here to learn how to add external email IDs to a Distribution List on Microsoft Office 365
Step 4: Auto-forward emails to Vtiger CRM
- Click here to learn how to auto-forward your emails from a Distribution List in Outlook 365 to Vtiger.

Click here to learn more about auto-forwarding emails to Vtiger.

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