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Transport Rules

 

Applies to: Exchange Server 2013

Topic Last Modified: 2014-01-23

Using transport rules, you can look for specific conditions in messages that pass through your organization and take action on them. Transport rules let you apply messaging policies to email messages, secure messages, protect messaging systems, and prevent information leakage.

Many organizations today are required by law, regulatory requirements, or company policies to apply messaging policies that limit the interaction between recipients and senders, both inside and outside the organization. In addition to limiting interactions among individuals, departmental groups inside the organization, and entities outside the organization, some organizations are also subject to the following messaging policy requirements:

  • Preventing inappropriate content from entering or leaving the organization

  • Filtering confidential organization information

  • Tracking or archiving copying messages that are sent to or received from specific individuals

  • Redirecting inbound and outbound messages for inspection before delivery

  • Applying disclaimers to messages as they pass through the organization

Looking for management tasks related to managing transport rules? See Manage Transport Rules.

For each rule, you have the option of enforcing it, testing it and notifying the sender, or just testing the rule. You can notify the sender that they might be violating one of the rules—even before they send an offending message. You can accomplish this by configuring Policy Tips and setting the mode of the rule. Policy Tips are similar to MailTips, and can be configured to present a brief note in the Microsoft Outlook 2013 client that provides information about possible policy violations to a person creating a message. For more information, see Policy Tips.

Contents

Overview of Transport rules

Transport rule components

How Transport rules are applied

Rule storage and replication

Transport rules are similar to the Inbox rules that are available in many email clients. The main difference between transport rules and rules you would set up in a client application such as Outlook is that transport rules take action on messages while they’re in transit as opposed to after the message is delivered. Transport rules also contain a richer set of conditions, exceptions, and actions, which provides you with the flexibility to create a customized rule.

The following list summarizes the basic workflow for transport rules:

  1. You use the Exchange admin center (EAC),the Shell, or a DLP policy to create a transport rule. After you create your rule, it’s stored in Active Directory.

  2. As messages go through the transport pipeline, the Transport rules agent is invoked. The Transport rules agent is a special Transport agent that processes the Transport rules you create.

  3. The Transport rules agent scans the message, and if the message fits the conditions you specify in a transport rule, it takes the specified action on that message based on the mode of the rule.

The following sections provide detailed information about transport rule components, transport rule modes, the Transport rules agent, and how the transport rules are applied.

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Transport rules consist of the following components:

  • Conditions   Use transport rule conditions to specify the characteristics of messages to which you want to apply a Transport rule action. Conditions specify the parts of a message that should be examined. Some conditions examine message fields or headers, such as the To, From, or Cc fields. Other conditions examine message characteristics such as message subject, body, attachments, message size, and message classification. Most conditions require that you specify a comparison operator, such as equals, doesn't equal, or contains, and a value to match.

  • Exceptions   Exceptions are based on the same characteristics used to build transport rule conditions. However, unlike conditions, exceptions identify messages to which Transport rule actions shouldn't be applied. Exceptions override conditions and prevent actions from being applied to an email message, even if the message matches all configured conditions.

  • Actions   Actions are applied to messages that match the conditions and don't match any exceptions defined in the transport rule. Transport rules have many actions available, such as rejecting, deleting, or redirecting messages, adding additional recipients, adding prefixes in the message subject, or inserting disclaimers in the message body.

For a complete list of transport rule conditions, see Transport Rule Conditions (Predicates). The list of conditions is also available in the Transport rule dialog in the EAC. If you use the Shell, you can retrieve the list of conditions by using the Get-TransportRulePredicate cmdlet.

For a complete list of transport rule actions available, see Transport Rule Actions. The list of actions is also available in the Transport rule dialog box in the EAC. If you use the Shell, you can retrieve the list of actions by using the Get-TransportRuleAction cmdlet.

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There are three modes for each transport rule that define how the rule will be implemented:

  • Enforce: All actions on the rule will be enforced.

  • Test with Policy Tips: Any Policy Tip actions will be sent, but other enforcement actions will not be acted on

  • Test without Policy Tips: Actions will be listed in a log file, but senders will not be notified in any way, and enforcement actions will not be acted on

In order to make sure rules work as you intend, we recommend testing rules before setting them to Enforce.

All transport rules are processed by the Transport rules agent on Exchange servers. The Transport rules agent is a built-in agent that fires on the OnResolvedMessage transport event. All messages in an Exchange 2013 organization are processed by the Transport service.

There are several types of messages that pass through an organization. Based on the message type, a message can be processed slightly different by the Transport rules agent.

  • Messages sent by anonymous senders   Transport rules are applied to all messages received from anonymous senders. Email received from the Internet falls under this category.

  • Messages sent between authenticated users   Transport rules are applied to the following types of messages sent between authenticated users:

    • Interpersonal messages   Interpersonal messages that contain a single rich text format (RTF), HTML, or plain text message body or a multipart or alternative set of message bodies.

    • Encrypted email messages   Messages that are encrypted using S/MIME. Transport rules can access envelope headers contained in encrypted messages and process messages based on conditions that inspect them. Rules with conditions that require inspection of message content, or actions that modify content, can't be processed.

    • Protected messages   Messages that are protected by applying an Active Directory Rights Management Services (AD RMS) rights policy template. With transport decryption enabled, the Transport rules agent can access the content of protected messages. If transport decryption is disabled, the agent can't access message content and treats the message as an encrypted message.

    • Clear-signed messages   Messages that have been signed but not encrypted.

    • Unified messaging email messages   Messages that are created or processed by the Unified Messaging service, such as voice mail, fax, missed call notifications, and messages created or forwarded by using Microsoft Outlook Voice Access.

    • Read reports   Reports that are generated in response to read receipt requests by senders. Read reports have a message class of IPM.Note*.MdnRead or IPM.Note*.MdnNotRead.

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The Transport rules agent evaluates the following elements when processing rules for a message:

  • Message scope   The first check performed by rules agents is whether a message falls within the scope of the agent. Transport rules aren't applied to all types of messages.

  • Priority   For messages that fall within the scope of the rules agent, the agent starts processing rules based on rule priority in ascending order. The rule with a priority of 0 is processed first, followed by the rule with a priority of 1 and so on. Transport rule priority values range from 0 to n-1, where n is the total number of transport rules. Only enabled rules are processed. You can change the rule priority.

  • Rules with no conditions or exceptions   If a rule has no conditions and no exceptions, it’s applied to all messages.

  • Conditions   The conditions describe the type of message for which the rule is intended, and the rules agent applies the rules to the messages that match the criteria specified in the rule conditions.

  • Rules with multiple conditions   It may be necessary to use more than one condition to specify a rule. For a rule's action to be applied to a message, it must match all the conditions selected in the rule. For example, if a rule uses the conditions The sender is a member of this group and The subject includes any of these words, the message must match both conditions. It must be sent by a member of the specified distribution group, and the message subject must contain the specified word.

  • Conditions with multiple values   Some conditions allow you to specify more than one value. If one condition allows you to enter multiple values, the message must match any value specified for that condition. For example, if an email message has the subject Stock price information, and the The subject includes any of these words condition on a transport rule is configured to match the words Contoso and stock, the condition is satisfied because the subject contains at least one of the condition values.

  • Exceptions   A rule isn't applied to messages that match any of the exceptions defined in the rule. This is exactly opposite of how the rules agent treats conditions. For example, if the exceptions Except if the sender is this person and Except if the subject or body includes any of these words are selected, the message fails to match the rule condition if the message is sent from any of the specified senders, or if the message contains any of the specified words.

  • Actions   Messages that match the rules conditions get all actions specified in the rule applied to them. For example, if the actions Prepend the subject of the message with and Add recipients to the Bcc box are selected, both actions are applied to the message. The message will get the specified string prefixed to the message subject, and the recipients specified will be added as Bcc recipients.

    Keep in mind that some actions, such as the Delete the message without notifying anyone action, prevent subsequent rules from being applied to a message. You can also configure a rule so that when that rule is applied, the rules agent stops processing any subsequent rules.

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When you define a transport rule using a condition that expands membership of a distribution group, the resulting list of recipients is cached by the Transport service on the Mailbox server that applies the rule. This is known as the Expanded Groups Cache and is also used by the Journaling agent for evaluating group membership for journal rules. By default, the Expanded Groups Cache stores group membership for four hours. Recipients returned by the recipient filter of a dynamic distribution group are also stored. The Expanded Groups Cache makes repeated round-trips to Active Directory and the resulting network traffic from resolving group memberships unnecessary.

In Exchange 2013, this interval and other parameters related to the Expanded Groups Cache are configurable. You can lower the cache expiration interval, or disable caching altogether, to ensure group memberships are refreshed more frequently. You must plan for the corresponding increase in load on your Active Directory domain controllers for distribution group expansion queries. You can also clear the cache on a Mailbox server by restarting the Microsoft Exchange Transport service on that server. You must do this on each Mailbox server where you want to clear the cache. When creating, testing, and troubleshooting transport rules that use conditions based on distribution group membership, you must also consider the impact of Expanded Groups Cache.

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The Transport rules you create are stored in Active Directory and are available after Active Directory replication on all Exchange servers in your Exchange 2013 organization. This allows you to apply a consistent set of rules across the entire Exchange organization.

When a transport rule is created or an existing transport rule is modified or deleted, the change is replicated to all Active Directory domain controllers in the organization. All the Exchange servers in the organization then read the new configuration from the Active Directory servers and apply the new or modified transport rules.

importantImportant:
Replication of transport rules across an organization depends on Active Directory replication. Replication time between Active Directory domain controllers varies depending on the number of sites in the organization, slow links, and other factors outside the control of Exchange. When you configure transport rules in your organization, make sure that you consider replication delays. For more information about Active Directory replication, see Active Directory Replication Technologies.
importantImportant:
The Transport service on each Mailbox server maintains a recipient cache that's used to look up recipient and distribution list information. The recipient cache reduces the number of requests that each Mailbox server must make to an Active Directory domain controller. The recipient cache updates every four hours. You can't modify the recipient cache update interval. Therefore, changes to transport rule recipients, such as the addition or removal of distribution list members, may not be applied to transport rules until the recipient cache is updated. To force an immediate update of the recipient cache, you must stop and start the Microsoft Exchange Transport service. You must do this for each Mailbox server where you want to forcibly update the recipient cache.
noteNote:
Each time the Transport service on the Mailbox server retrieves a new transport rule configuration, an event is logged in the Security log in Event Viewer.

There are two mixed environment scenarios that are common: hybrid deployments where part of your organization resides on Office 365, and Exchange 2013 coexisting with Exchange 2010 or Exchange 2007.

In the hybrid scenario, there is no replication of rules between your on-premises deployment and Office 365. Therefore, when you create a rule in your on-premises Exchange organization, you need to create a matching rule in Office 365. The rules you create in Office 365 are stored in the cloud, along with the rest of your Office 365 organization configuration, whereas the rules you create in your on-premises Exchange organization are stored locally in Active Directory. When managing rules in a hybrid scenario, you need to make sure that you keep the two sets of rules synchronized by making the change in both places, or making the change in one environment and then exporting the rules and importing them in the other environment.

importantImportant:
Even though there is a substantial overlap between the conditions and actions available in Office 365 and on-premises Exchange, there are differences. If you plan on creating the same rule in both locations, make sure that all conditions and actions you plan to use are available. To see the list of available conditions and actions for each deployment, see the following topics:
Transport Rule Conditions (Predicates) in Office 365
Transport Rule Conditions (Predicates) in on-premises Exchange
Transport Rule Actions in Office 365
Transport Rule Actions in on-premises Exchange

When you coexist with Exchange 2010 or Exchange 2007, all transport rules are stored in Active Directory and replicated across your organization regardless of the Exchange Server version you used to create the rules. However, all transport rules are associated with the Exchange server version that was used to create them and are stored in a version-specific container in Active Directory. When you first deploy Exchange 2013 in your organization, any existing rules are imported to Exchange 2013 as part of the setup process. However, any changes afterwards would need to be made with both versions. For example, if you change an existing rule using the Exchange 2013 EAC, you need to make the same change using the Exchange 2010 or Exchange 2007 EMC.

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