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 Windows OS Hub / Exchange / Create a No-Reply Email Address in Exchange Server/Microsoft 365

March 15, 2024

Create a No-Reply Email Address in Exchange Server/Microsoft 365

You can use a no-reply mailbox in scenarios where you need to send automatic mailings, notifications, or information newsletters to your customers and do not expect anyone to reply. A no-reply mailbox is usually not checked and all incoming emails are automatically deleted. In this example, we will show how to create a no-reply email address in Exchange Server and Microsoft 365 (Exchange Online).

It is usually recommended to create a separate shared mailbox for a no-reply email address:

  • You can allow other Exchange users to send e-mail messages on behalf of this address;
  • No separate license is required for shared mailboxes in Exchange Online;
  • There is an important limitation if you want to use this mailbox to send mail outside of Outlook: you cannot perform SMTP Auth as a shared mailbox. You can’t use the PowerShell Send-Message cmdlet, but you can use the Microsoft Graph API to send email from PowerShell.
In some cases, it is possible to assign a no-reply SMTP address as a proxy address to another mailbox, but this is a less convenient solution (you can send email on behalf of an SMTP alias in Exchange Online)

Create a new shared mailbox using Exchange Admin Center or using PowerShell:

New-Mailbox -Shared -Name "No-Reply Mailbox" -DisplayName "No-Reply Mailbox" -Alias no-reply

Create a No-Reply email address in Exchange

Delegate the permissions to send emails on behalf of this mailbox to a security group:

Set-Mailbox no-reply -GrantSendOnBehalfTo B2BSales| Add-MailboxPermission -User B2BSales -AccessRights FullAccess -InheritanceType All

Then you have to create a rule to delete all incoming emails. You can create a mailbox Inbox rule or enable an auto-reply (out-of-office), but it is more convenient to use an Exchange transport rule to delete the email before it reaches the mailbox.

If you use Exchange Online, open Exchange Admin Center -> Mail flow -> Rules -> Add a rule.

Create a transport rule with the following settings:

  • Name: Block emails to non-reply SMTP address;
  • Apply this rule if: The recipient -> is this person -> select the no-reply shared mailbox you created earlier
  • Do the following: Block the message -> and select an action: Reject the message and include an explanation (if you want to reply to an email with a simple template that says that the mailbox is not checked and specify contact information) or simply delete the email (Delete the message without notifying anyone).

Block messages to no-reply mailbox with mailflow transport rule in Exchnage

Do not forget to activate a transport rule once you have created it.

Enable Transport rule in Exchange Admin Center

You can create an Exchange transport rule in PowerShell:

New-TransportRule -Name "Reject messages to non-reply email address" -RecipientAddressMatchesPatterns "[email protected]" –RejectMessageSilently

Or

New-TransportRule -Name "Block messages to non-reply address" -RecipientAddressMatchesPatterns "[email protected]" -RejectMessageReasonText "This recipient is not allowed to receive messages" -RejectMessageEnhancedStatusCode "5.7.1" -Mode Enforce

For the convenience of your organization’s users, you can hide this mailbox from the Exchange address book and enable MailTip for it:

Set-Mailbox no-reply -MailTip "Nobody reads this mailbox"

Your email will not be saved to the mailbox database, and a DROP event should appear in the Exchange tracking logs.

You can also create a no-reply mailbox based on an Exchange Distribution Group containing no users.
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