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Documentation to assist with the setup and configuration of the HaloITSM platform

Guides > Setting Up Message Approval for Outlook

Setting Up Message Approval for Outlook

Whether you're initiating a mailbox for the first time or implementing additional security measures, requiring message approval before sending from a mailbox is a prudent strategy. In Exchange Online, this process is known as moderation, where a designated approver, or moderator, reviews messages before they are sent. This guide outlines the steps to set up message approval in Exchange Online, ensuring enhanced control over outbound emails, especially during crucial stages like the Halo setup or Go-Live.


Step 1: Login to Exchange Admin Center

Begin by logging into the Exchange Admin Center, the central hub for managing your Exchange Online environment.


Step 2: Navigate to Mail Flow

In the Exchange Admin Center, locate and click on the "Mail Flow" option. This is where you'll manage the flow of emails within your organization.


Step 3: Access the Rules Tab

Within the Mail Flow section, navigate to the "Rules" tab. Here, you'll create and manage rules that govern the flow and handling of emails.


Step 4: Create a New Rule - Send Messages to a Moderator

Click on the option to create a new rule. Choose the rule type related to sending messages to a moderator for approval.


Step 5: Set the Name of the Rule

Assign a descriptive name to the rule, making it easy to identify its purpose.


Step 6: Specify the Rule Conditions

Under "Apply this rule if," select "The sender." Specify the mailbox you want to moderate. Typically, this will be your support mailbox or the relevant account:



Step 7: Define Action - Forward the Message for Approval

Choose the action for the rule, which is to "Forward the message for approval." This action ensures that messages from the specified sender are sent to the moderator for review:


Step 8: Set the Moderator's Email Address

Under "To these people," specify the email address of the moderator. This is the person who will receive the email for approval before it is sent out:



By following these steps, you've successfully configured message approval in Exchange Online. This moderation setup is particularly useful when introducing new mailboxes, implementing Halo, or ensuring a controlled Go-Live process, offering an added layer of assurance before outbound messages reach their recipients.


Sometimes it makes sense to have a set of eyes on a message before the message is sent from your mailbox. As an Exchange Online admin, you can set this up. Requiring approval before a message is sent from a mailbox is called moderation, and the approver of the message is called the moderator.

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