Forwarding Email to your SmartOffice Account

You may wish to direct suppliers to email documents to your own email account and then forward them to your SmartOffice account's email address. If doing so please use the below instructions to prevent issues with spam detection.

Note: It is vitally important that you do not redirect emails to your smartoffice email account using Exchange Transport Rules.

Technical Jargon

Exchange Transport rules use email redirection. This method of delivering email retains the original “From” address,  which can cause problems with SPF (Sender Policy Framework) checks at the recipient's email server. SPF is designed to prevent email spoofing by ensuring that only authorized servers send emails on behalf of a domain. When an email is forwarded, the receiving email server checks the original "From" domain's SPF record against the IP address of the forwarding server. If the forwarding server is not listed as an authorized sender for the original domain, the email may be flagged as spam or rejected.

Solution

Emails should be forwarded using your Inbox rules and not an Exchange Transport Rule

Inbox Rules use email forwarding which has less chance of the email being flagged as Spam.

Step by Step instructions

• Open the mailbox in a web browser https://outlook.office.com
  • If using a shared mailbox go to https://outlook.office.com/mail/[email protected]
• Go to Rules > Create Rule

• Give your Rule a name
• Add the condiftion of Has attachment so only emails containing an attachment are forwarded.
• Add a Forward to action and enter your company’s email account.
  • You can find your company's email account in the following kb article https://help.smartoffice.io/kb/article/16-find-the-email-address-for-your-account/  
• You may also want to add an action that files the forwarded email to a specific folder.
  • Choose Move to and select the desired folder.

You can now forward mail to your smartoffice account with reduced risk of it being flagged as spam.