Approval-Based Email Sending
Posted by Superadmin on June 03 2026 05:04:59

Approval-Based Email Sending

 

 

 

 

To set this up, you will need to use your email provider's admin console to create a Mail Flow Rule (also known as a Transport Rule). The exact steps depend on whether your company uses Microsoft 365 (Exchange) or Google Workspace.

Here is how to configure it for both platforms.

Option 1: Microsoft 365 (Exchange Online)

In Microsoft 365, you will use the Exchange Admin Center (EAC) to intercept emails going outside the organization and route them to an approver.

 

1.Navigate to Mail Flow Rules:Requires Exchange Admin Access.

Go to the Exchange admin center, expand the Mail flow menu on the left navigation pane, and click on Rules.

2.Create a New Rule:Add a rule.

Click the + Add a rule button and select Create a new rule from the dropdown menu. Name it something clear, like "External Email Admin Approval".

3.Define the Conditions:Target external recipients.

Under Apply this rule if, set the conditions to target external domains:

  • Select The sender -> is internal/external -> choose Inside the organization.

  • Click the + icon to add a second condition.

  • Select The recipient -> is internal/external -> choose Outside the organization.

4.Set the Action:Require approval.

Under Do the following, define what happens to the email:

  • Select Redirect the message to -> require moderator approval.

  • Choose one or more specific approvers (e.g., your admin group or a specific manager).

5.Review and Activate:Turn the rule on.

Click Next, leave the default settings for the rule properties, and click Save. Once saved, click on the rule in the list and toggle its status to Enabled.

 

Option 2: Google Workspace (Gmail)

In Google Workspace, this is handled via Compliance rules in the Admin Console.

 

1.Navigate to Routing Compliance:Requires Workspace Admin Access.

Open the Google Admin console, go to Apps -> Google Workspace -> Gmail, and scroll down to select Routing.

2.Configure Routing Rule:Add another rule.

Scroll to the Routing section and click Configure (or Add Another Rule if you already have existing routing rules). Name it "Outbound External Approval".

3.Select Messages to Affect:Inbound / Outbound mapping.

Under Messages to affect, check the box for Outbound only.

4.Set Up the Envelope Filter:Isolate external domains.

Scroll down to Envelope filter:

  • Check Only affect specific envelope senders -> select Pattern match -> enter your domain regex (e.g., .*yourcompany\.com).

  • Check Only affect specific envelope recipients -> select Unrecognized addresses (this automatically targets any domain not verified in your Google Workspace).

5.Change Action to Require Approval:Route to admin.

Under For the above types of messages, change the dropdown from Modify message to Require admin approval. You can also choose to specify an alternative approver or custom rejection message if denied. Click Save.

 

💡 A Quick Operational Tip

If your employees send a high volume of routine external emails (to clients, vendors, etc.), a blanket approval rule can quickly overwhelm your IT admins.

The Fix: Both systems allow you to add Exceptions to these rules. You can whitelist specific external domains (like trustedpartner.com) or exempt specific departments (like Sales) so the system only flags unexpected external emails.