Copy a user's outgoing mail to a backup
To copy a user's outgoing mail, open the user from Manage Users, go to the Copy tab, switch on Copy Emails Sent To External Domains, enter the address in Send Copy To, add any domains to skip, and click Save. Mail the user sends to outside domains is then copied to that address.
How to copy a user's outgoing mail to a backup
Where: Admin console › Manage Domain(s) › your domain › Manage Users › user › Copy
- Open Manage Users under your domain and click the user's login name.
- Open the Copy tab.
- Switch on Copy Emails Sent To External Domains.
- Enter one address in Send Copy To, and any domains to skip under Exclude Emails Sent To Following Domains.
- Click Save.
Options
| Option | What it does | Default |
|---|---|---|
| Copy Emails Sent To External Domains | Switch that turns the copy on or off. The two fields below appear only when it is on. | Off |
| Send Copy To | The address that receives a copy of each mail. Enter one valid email address. | empty |
| Exclude Emails Sent To Following Domains | Domains you do not want copied. Type a domain, for example your own domain, and press Enter to add it to the list. | empty |
| Save | Saves the address and the excluded domains. |
Example
Anita leads the sales team at acme.in. Her manager wants every quotation she sends to customers kept outside the company mailbox, so the admin sets Send Copy To to
archive@backup-vendor.inand addsacme.inunder Exclude Emails Sent To Following Domains, so mail between colleagues is not copied.
Good to know
- The copy covers mail the user sends to outside domains, not mail they receive.
- With the switch on, Save needs a valid address. If the address is wrong, a message appears and nothing is saved.
- Each excluded domain must be a valid domain name.
- This tab is not shown to support administrators.
- Follow your organisation's policy on telling staff that their mail is copied.
Common questions
How do I stop the copy?
Switch off Copy Emails Sent To External Domains and click Save. The address is cleared and copying stops.
Can I copy mail for the whole domain instead of one user?
Yes. The domain-level BCC setting covers the outgoing mail of every user in the domain. See the domain services page.
Is there another way to send a copy of a user's mail?
Yes. The Option tab has BCC addresses for all incoming and all outgoing mail of that user.