Conditional Mail Routing

Conditional Mail Routing is required when you would like to route emails to multiple locations. When an email is sent through the internet, the sending server looks at the DNS Record called MX Record. That tell the mail server where to connect and deliver to. Then the email will be delivered.

What happens when your company is Global, internet latency etc.? Therefore, mail server are setup in the various locations. Now how do we route email from let say the Head Office to the locations without forwarding an email. This is when Conditional Mail Routing comes into effect.

This is a simple two-step process:

  1. Create an Outbound Connector
  2. Create a Journal rule


  1. Log onto the Office 365 Exchange Admin Center. Locate the Mail Flow > Connectors
  • Add a new Connector
  • Configure from Office 365 > Your Organization’s Email Server
  • Add a name for the Connector and a small description. This will help other administrators to understand what this Connector is for.
  • Select “only when I have a transport rule setup for that redirects messages to the connector”
  • Add the server which you would like to deliver the mails to
  • Configure TLS or direct delivery of emails.
  • Complete the setup.


  1. Locate the Transport rule under the Exchange Admin Center > Mail Flow > Rules. Select new rule.
  • Select More options and the options will change a bit
  • Then you will have a conditional rule.
  • Setup a name for the rule. Then configure the Apply this rule if and Do the following. When setting the Apply this rule if, select a distinct attribute so when the email comes in, this attribute is configured for the user I.E Location, Office. This is how email is identified. Then do the following should be redirect the message to …. The following connector which we created in the above steps.
  • Then complete the rule and save.
  • Once completed, send an external email and then run a message track to confirm delivery.


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