This guide explains how to configure Microsoft 365 to automatically send important service and security alerts to an external partner, such as a Managed Service Provider (MSP). This method uses a free Shared Mailbox to collect the alerts and forward them, saving the cost of a dedicated user license.
Overview
The process involves four key stages:
- Creating a free, unlicensed Shared Mailbox to act as a central collection point for all alerts.
- Configuring Microsoft 365's alert policies to send all notifications to this new mailbox.
- Setting up an automatic forwarding rule on the Shared Mailbox to send copies of these alerts to your MSP's external email address.
- Ensuring your tenant's security policies permit automatic email forwarding to external addresses.
Prerequisites
- Administrator access to the Microsoft 365 Admin Center.
- Administrator access to the Exchange Admin Center.
- Administrator access to the Microsoft Defender portal (security.microsoft.com).
Resolution Steps
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Step 1: Create a Shared Mailbox
First, create a mailbox to receive the alerts. In the Microsoft 365 admin center, go to Teams & groups Shared mailboxes and click Add a shared mailbox. Give it a clear name, such as M365 Alerts, and an email address like m365-alerts@yourcompany.com. This mailbox does not require a license as long as it stays under 50 GB.
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Step 2: Point M365 Alerts to the Shared Mailbox
Next, configure the various M365 services to send notifications to your new shared mailbox address.
- For Service Health: In the Microsoft 365 admin center, go to Health Service health Preferences. Under the Email tab, add the shared mailbox address (m365-alerts@yourcompany.com) to the recipient list.
- For Security & Threat Alerts: In the Microsoft Defender portal, go to Email & collaboration Policies & rules Threat policies Alert policy. Edit each important policy and add the shared mailbox address to the Recipients list.
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Step 3: Configure Forwarding to Your MSP
In the Exchange Admin Center (EAC), go to Recipients Mailboxes and select the shared mailbox you created. Go to the Mailbox tab and click Mail flow settings. Edit the Email forwarding rule, check the box to enable forwarding, and enter your MSP's external support address (e.g., support@mspcompany.com).
Crucially, check the box for "Keep a copy of forwarded email in this mailbox." This ensures you have your own internal record of all alerts sent to your partner.
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Step 4: Allow Automatic External Forwarding
By default, Microsoft 365 blocks automatic forwarding to external domains. You must enable this for the forwarding to work. In the Microsoft Defender portal, go to Email & collaboration Policies & rules Threat policies Anti-spam. Edit the Anti-spam outbound policy (Default), find the Automatic forwarding rules setting, and change it to "On - Forwarding is enabled". Save the policy.
Be aware that this is a tenant-wide setting that will allow any user to set up automatic external forwarding. Review the security implications for your organization before enabling it.
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