I need help with making outgoing emails from NetSuite show up in our Exchange Online sent items. Right now when we send emails from NetSuite using our main company email admin@{organization}.com, they don’t go through our Office 365 server so we can’t see them in the sent folder.
We want all our outgoing messages to be visible in one place instead of just checking them individually in NetSuite records. This would make it much easier to keep track of our email communications.
Has anyone found a good way to set this up? Any suggestions would be really helpful.
The Problem: Outgoing emails from NetSuite are not appearing in the Exchange Online sent items folder, preventing a centralized view of email communications. The goal is to ensure all outgoing messages are visible in one location for easier tracking.
Understanding the “Why” (The Root Cause): NetSuite, by default, might be sending emails using its own SMTP server, bypassing your Exchange Online server. Therefore, messages are delivered successfully, but they aren’t logged within the Exchange Online sent items folder. The solution needs to redirect NetSuite’s outgoing mail through your Exchange Online server.
Step-by-Step Guide:
Configure Exchange Online Journaling: This method avoids altering NetSuite’s email configuration. Instead, it leverages Exchange Online’s journaling capabilities to create a copy of all relevant emails.
Access Exchange Admin Center: Log in to your Exchange Online admin center.
Navigate to Compliance Management: Find the section dedicated to compliance management.
Configure Journaling Rules: Create a new journaling rule. This rule will specify which emails should be captured.
Specify NetSuite Email Source: Crucially, define the criteria for capturing the emails originating from NetSuite. This will likely involve identifying NetSuite’s IP addresses or specific email headers that NetSuite uses in its outgoing messages. You’ll need to find your NetSuite server’s IP address(es).
Set Journaling Mailbox: Specify the mailbox where the journaled emails will be stored. This could be a dedicated mailbox for auditing purposes.
Test the Rule: Send a test email from NetSuite. Check the designated mailbox to verify that the email is successfully journaled.
Verify NetSuite Server IP Addresses: Accurately identifying NetSuite’s outgoing mail server IP addresses is vital for the journaling rule to function correctly. Consult NetSuite’s documentation or your NetSuite administrator to obtain this information.
Check Journaling Mailbox Permissions: Ensure that the mailbox designated to receive journaled emails has the necessary permissions. The mailbox user should have access to view and manage the emails stored within.
Common Pitfalls & What to Check Next:
Incorrect IP Addresses: Double-check that the NetSuite IP addresses you entered in the journaling rule are correct. Using incorrect IP addresses will result in emails not being journaled.
Mailbox Quotas: Ensure that the journaling mailbox has sufficient storage space. Exceeding mailbox quotas might lead to emails being discarded.
Rule Activation: Verify that the journaling rule is correctly enabled and active in the Exchange Online admin center. An inactive rule will prevent emails from being journaled.
Header Analysis: If using email headers for identification, analyze a sample NetSuite email to determine the exact header names and values to use in your journaling rule.
Still running into issues? Share your (sanitized) config files, the exact command you ran, and any other relevant details. The community is here to help!
We hit this same problem six months back and went with a hybrid fix. Don’t mess with NetSuite’s core email settings - instead, set up a mail flow rule in Exchange Online that grabs outbound emails based on sender patterns. NetSuite keeps using its own email system, but Exchange automatically logs copies. You’ll need admin access to Exchange, but it keeps NetSuite’s email working while giving you the tracking you want. Just heads up - you might get duplicate entries if you switch to direct SMTP later.
Had this exact problem! You need to configure NetSuite to use your Exchange Online SMTP server for outgoing emails. Set NetSuite’s email preferences to smtp.office365.com with proper authentication - this routes everything through your Exchange server and saves emails to your sent folder. You’ll probably need your IT team’s help getting the authentication right, but once it’s working, all your NetSuite emails show up in your regular sent folder.
You could also use SuiteScript to build a custom afterSubmit trigger on email records. When NetSuite sends an email, the script pushes a copy to your Exchange mailbox via Microsoft Graph API or SMTP. It’s way more flexible than the built-in BCC and won’t mess with your existing NetSuite email setup. You’ll need some coding skills to get it working right, but it’s perfect if you want to keep NetSuite’s email system as-is while making sure everything shows up in Exchange. We went this route after hitting a wall with authentication issues on direct SMTP.
you could also set up a bcc rule in netsuite to automatically copy your main email on all outgoing messages. even when netsuite uses its own servers, you’ll still get a copy in your exchange inbox. it’s not as clean as using smtp, but it’s a solid workaround.
Understanding the “Why” (The Root Cause): NetSuite, by default, might be sending emails using its own SMTP server, bypassing your Exchange Online server. Therefore, messages are delivered successfully, but they aren’t logged within the Exchange Online sent items folder. The solution needs to redirect NetSuite’s outgoing mail through your Exchange Online server.
Step-by-Step Guide:
Common Pitfalls & What to Check Next:
Still running into issues? Share your (sanitized) config files, the exact command you ran, and any other relevant details. The community is here to help!