How do I track a particular email address in my inbound or outbound traffic ?

Question:

I would like to find out if johnsmith@abc.com sent an email to any mailbox in my organization. I would also like to see who sends email to that same address from our organization.

How do I do that ?

Answer:

The report template you would use in this case is called Find Specific Messages and you will find it on the Templates > Mailbox Traffic menu.

1. You would apply the following settings to get a report on messages sent by johnsmith@abc.com to your organization (inbound):

  • Period tab: choose reporting period.
  • Selection tab: Recipient type: Mailbox, All recipients of the selected type.
  • Correspondent tab: Recipient type = SMTP address, Correspondent's email = johnsmith@abc.com. If you know the correspondent's SMTP domain only, select Recipient type = Address type, Some types and select: Internet domain, Like, *abc.com
  • Group tab: No grouping.
  • Filter tab: You may add an additional filter if you wish, e.g. Message size (KB) is greater than 1,000 And Subject Like *yourtext*.
  • Options tab: Sort by, Message count, Received.
  • Content tab: Message traffic summary by recipient; select the Received check box under Messages.
  • Presentation tab: Your own choice.
  • Output tab: Your own choice (Screen, Printer, Disk file, Email recipient, Exchange folder, Sharepoint).

2. You would then apply the following settings to get a report on messages sent to johnsmith@abc.com from your organization (outbound):

  • Period tab: choose a period for your report.
  • Selection tab: Recipient type: Mailbox, All recipients of the selected type.
  • Correspondent tab: Recipient type = SMTP address, Correspondent's email = johnsmith@abc.com. If you know the correspondent's SMTP domain only, select Recipient type = Address type, Some types and select: Internet domain, Like, *abc.com
  • Group tab: No grouping.
  • Filter tab: You may add an additional filter if you wish, e.g. Message size (KB) is greter than 1000 And Subject Like *yourtext*.
  • Options tab: Sort by, Message count, Sent.
  • Content tab: Message traffic summary by recipient; select the Sent check box under Messages.
  • Presentation tab: Your own choice.
  • Output tab: Your own choice (Screen, Printer, Disk file, Email recipient, Exchange folder, Sharepoint).

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