Mailtips are informative messages which come up when a user composes a new message.
For example, if you are going to send an email to a user whose mailbox is full, you are going to get an NDR saying that the destination user’s mailbox is full.
Now mailtip will give this when you are composing your message itself, so you don’t have to really send that email out.
Another example is, by mistake, if you are able to send an email to a large distribution list with 1000s of members in it, mailtip will warn you about it.
MailTip Scenarios
Below are the different scenarios possible.
Invalid Internal Recipient
The Invalid Internal Recipient MailTip is displayed if the sender adds a recipient that appears to be internal to the organization but doesn’t exist in Active Directory.
This could happen if the sender addresses a message to a user who is no longer with the company but whose address resolves due to name resolution cache or an entry in the sender’s Contacts folder. It can also happen if the sender types an SMTP address with a domain for which Exchange is authoritative and the address doesn’t resolve to an existing recipient.
The MailTip indicates the invalid recipient and gives the sender the option to remove the recipient from the message.
Mailbox Full
The Mailbox Full MailTip is displayed if the sender adds a recipient whose mailbox is full and the Exchange organization administrator has implemented a Prohibit Receive restriction for mailboxes over a specified size.
The MailTip indicates the recipient whose mailbox is full and gives the sender the option to remove the recipient from the message.
The MailTip is accurate at the time of display. If the message isn’t immediately sent, the MailTip will be updated every two hours. This also applies to messages that were saved in the Drafts folder and reopened after two hours.
Automatic Replies
The Automatic Replies MailTip is displayed if the sender adds a recipient who has turned on automatic replies.
The MailTip indicates the recipient has automatic replies turned on and also displays the first 250 characters of the automatic reply configured by the recipient.
The MailTip is accurate at the time of display. If the message isn’t immediately sent, the MailTip will be updated every two hours. This also applies to messages that were saved in the Drafts folder and reopened after two hours.
Custom
A custom MailTip is displayed if the sender adds a recipient for whom a customized MailTip is configured.
A custom MailTip can be useful for providing specific information about a recipient. For example, you can create a custom MailTip for a distribution group explaining its purpose to reduce its misuse.
By default, custom MailTips aren’t displayed if the sender isn’t allowed to send to that recipient. In that case, the Restricted Recipient MailTip is displayed. However, you can change this configuration and have the custom MailTip also display. For more information about configuring custom MailTips, see Configure Custom MailTips for Recipients.
Restricted Recipient
The Restricted Recipient MailTip is displayed if the sender adds a recipient for which delivery restrictions are configured prohibiting this sender from sending messages.
The MailTip indicates the recipient to which the sender isn’t allowed to send messages and gives the sender the option to remove the recipient from the message. It also clearly informs the sender that the message won’t be delivered if sent.
If the restricted recipient is an external recipient, or if it’s a distribution group that contains external recipients, this information is also provided to the sender. However, the following MailTips, if applicable, are suppressed:
- Automatic Replies
- Mailbox Full
- Custom MailTip
- Moderated Recipient
- Oversize Message
External Recipients
The External Recipients MailTip is displayed if the sender adds a recipient that’s external, or adds a distribution group that contains external recipients.
This MailTip informs senders if a message they’re composing will leave the organization, helping them make the correct decisions about wording, tone, and content.
By default, this MailTip is turned off. You can turn it on using the Set-TransportConfig cmdlet. For details, see Configure Organizational Settings for MailTips.
Large Audience
The Large Audience MailTip is displayed if the sender adds a distribution group that has more than the large audience size configured in your organization. By default, Exchange displays this MailTip for messages to distribution groups that have more than 25 members. For information about configuring the large audience size for your organization, see Configure Organizational Settings for MailTips.
The size of distribution groups isn’t calculated each time. Instead, the distribution group information is read from the Group Metrics data. For more information about Group Metrics, see Understanding Group Metrics.
Moderated Recipient
The Moderated Recipient MailTip is displayed if the sender adds a recipient that’s moderated.
The MailTip indicates which recipient is moderated and informs the sender that this may result in delay of the delivery.
If the sender is also the moderator, this MailTip isn’t displayed. It’s also not displayed if the sender has been explicitly allowed to send messages to the recipient (by adding the sender’s name to the Accept Messages Only From list for the recipient).
Reply-All on Bcc
The Reply-All on Bcc MailTip is displayed if the sender receives a Bcc copy of a message and selects Reply to All.
When a user selects Reply to All to such a message, the fact that the user received a Bcc of that message is revealed to the rest of the audience to which the message was sent. In almost all cases, this is an undesirable situation, and this MailTip informs the user of this condition.
Oversize Message
The Oversize Message MailTip is displayed if the message the sender is composing is larger than configured message size limits in your organization.
The MailTip is displayed if the message size violates one of the following size restrictions:
- Maximum send size setting on the sender’s mailbox
- Maximum receive size setting on the recipient’s mailbox
- Maximum message size restriction for the organization
- Maximum Request Length setting (for Microsoft Office Outlook Web App only)
Check below screenshot, i tried to email an internal user, and that user is currently disabled, so it says that the user is disabled.
To enable mailtips, you can use below cmdlet:
| 1 | Set-OrganizationConfig -MailTipsAllTipsEnabled $true |
To customise large audience sise setting for mail tip, try below cmdlet.
| 1 | Set-OrganizationConfig -MailTipsLargeAudienceThreshold 50 |
Meaning that when you try to send an email to more than 50 users, it will alert you via mailtip.
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