# 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

1. Open **Manage Users** under your domain and click the user's login name.
2. Open the **Copy** tab.
3. Switch on **Copy Emails Sent To External Domains**.
4. Enter one address in **Send Copy To**, and any domains to skip under **Exclude Emails Sent To Following Domains**.
5. 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.in` and adds `acme.in` under **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.


Source: https://docs.xgenplus.com/admin/backup-outgoing-mail/