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Microsoft Exchange Server 2013 : Mailbox management - Moderated recipients (part 1) - Moderated groups

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12/3/2014 3:00:25 AM

Exchange enables you to apply moderation to mailboxes, contacts, and distribution groups. When moderation is enabled, any message addressed to the recipient must first pass through a moderation phase to approve or reject the message. Rejected messages are returned to the sender, and approved messages are allowed through for delivery to the original recipient. Moderation occurs in the transport service as a form of rule applied to messages after they are submitted by the Mailbox Transport Submission service. The scenarios to which moderation caters include the protection of sensitive mailboxes (such as those of executives) by forcing communications to be moderated by someone such as an administrator or of external contacts that might be published in the GAL to which you want to restrict communication from specific people who represent your company. Because they are often used to debate issues and post information that is of wide interest to many people, groups are possibly the most obvious target for moderation, so this discussion begins by looking at how to protect groups as an example of how the feature works.

Moderated groups

Many companies use distribution groups as a convenient way of communicating with large audiences. It is very convenient to be able to send a message and have it delivered to many people, but sometimes you want to ensure that only appropriate content is sent to large distributions. Moeration is a very effective way of accomplishing this goal to restrict the mailboxes and groups that can send new messages to a group. Figure 1 shows the properties of a group as it is enabled for moderation. In this case, a group has been created to facilitate discussion about Exchange 2013.

A screen shot from EAC showing that the message approval properties of a group have been set to force moderation for any message sent to the group. Two users have been nominated as moderators and three (including a group) whose messages will not be moderated.

Figure 1. Setting the moderation properties for a group

People (including individuals outside the organization) might send inappropriate messages to the group (such as advertisements for products or other services). You can avoid the problem of external messages going to group members by making the group available to internal senders only, which is the default for Exchange 2013 (see the delivery management section of a group’s properties). However, in terms of the actual content that is circulated to group members, you want to keep the discussion focused. To do this, you can nominate one or more moderators to review all the messages sent to the group. The users nominated as moderators do not have to be members of the group, and Exchange does not automatically add the moderators to the group membership. All moderation means is that the specified users receive copies of messages sent to the group for approval before general distribution. Logically, it also means that if a moderator sends a message to the group, that message is delivered without needing to be approved.

You can also see that you can exclude some senders from moderation; any messages they send are posted without checking. The IT department probably knows something about Exchange 2013, so let the messaging administrators post directly to the list. You also configure the properties so that only internal users receive notifications if their messages are declined. It is a bad idea to send these notifications to Everyone because external spammers could receive a confirmation that they have sent a message to a valid email address if you allow external people to send to the group.

The EMS code to set the same properties to moderate messages going to the group is as follows:

Set-DistributionGroup –Identity 'Exchange 2013 Interest Group'
–ModerationEnabled $True –ModeratedBy 'Brown, Robert (IT)', 'Hanif, Kerim'
–ByPassModerationFromSendersOrMembers 'Email Administration Team', 'Redmond, Tony (IT)', 'Peled, Yael (IT)' -ByPassNestedModerationEnabled $True
–SendModerationNotifications Internal

Note the use of the ByPassNestedModerationEnabled parameter. When set to $True, any nested groups that also require moderation are governed by the decision of the moderator of the group to which the message is addressed. In other words, if you send a message to a group called Investment Approvals that contains another moderated group called Management Committee, Exchange first sends the message to the moderator of Investment Approvals. If approval is received, Exchange then validates whether nested moderation is enabled. If yes (the flag is $True), Exchange distributes the message to individual recipients (those who are not within the nested group) of Investment Approval and sends an approval request to the moderator of the Management Committee group, who can approve or reject the request for distribution to the members of this group.

Tip

To avoid excessive delays for messages (and create less work for moderators), it’s a good idea to enable nested moderation for all but the most sensitive groups.

After a group is set up for moderation, Exchange automatically displays a MailTip to warn users when they address a message to the group. The warning tells the user that his message might not be delivered immediately because it has to go through a moderation process to gain approval before final delivery (Figure 2). In this case, you see two MailTips. One is the default shown for any moderated group; the second is the customized message for the specific group that is displayed simply because a MailTip has been defined for the group.

A screen shot from Outlook Web App showing the MailTip that is displayed whenever a user addresses a moderated group. In this instance, the MailTip text is customized to let the user know that the message will be moderated, and some delay might occur before delivery.

Figure 2. Viewing the MailTip that warns about a moderated group

How to enable moderation for dynamic distribution groups

Dynamic distribution groups support moderation, but you could not enable moderation for these groups through the EMC in Exchange 2010 because the EMC UI does not support this feature. However, the problem goes away in Exchange 2013 because EAC enables you to set moderation for a dynamic distribution group in exactly the same way as a normal group. You can also enable moderation of a dynamic group through EMS, but the range of parameters is a little less functional than is supported for normal groups. For example, the discussion about moderation of messages sent to nested groups is moot because dynamic distribution groups don’t support this feature, so any message sent to a dynamic group whose resolved membership includes other moderated groups will require separate approvals for each group.

To enable moderation for a dynamic distribution group, you need code like this:

Set-DynamicDistributionGroup –Identity 'Contoso UK' –ModerationEnabled $True 
–ModeratedBy 'Redmond, Tony (IT)' –ByPassModerationFromSendersOrMembers 'Sales Department'
–SendModerationNotifications Internal
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