Send & Receive Issues

How to Change the Administrator Who Receives Junk Email Reports in Microsoft 365

Tauseeq Magsi Sep 25, 2026 869 views

Question details

The user needs to locate the routing configuration and change the administrator address that receives junk email reports.

How to Change the Administrator Who Receives Junk Email Reports in Microsoft 365

Product: Microsoft 365 / Exchange Online
Device & OS: not provided
Scenario: Junk email reports are currently failing at a Microsoft address and are being routed to a single administrator instead of the intended group of administrators.
Observed behavior: Junk reports are incorrectly delivered to one specific administrator due to an unknown mail flow rule or routing configuration.

Before you start

Ensure you are signed into the Microsoft 365 Admin Center with Global Administrator or Exchange Administrator privileges to access mail flow rules and audit logs.

Solution 1Recommended

Review and Modify Exchange Mail Flow Rules

Check for custom mail flow rules that might be redirecting junk email reports to a specific administrator address.

Exchange Online uses mail flow rules (transport rules) to route specific types of messages. A previously configured rule may be intercepting junk email reports and forwarding them to a single user.

Access the Exchange Admin Center

Log into the Microsoft 365 Admin Center, expand the left navigation menu, and select 'Exchange' to open the Exchange Admin Center (EAC).

Navigate to Mail Flow Rules

In the EAC left panel, click on 'Mail flow' and then select 'Rules'.

Identify the Redirecting Rule

Look through the list of active rules for any rule handling spam notifications, junk reports, or redirecting messages sent to the Microsoft abuse address. Click on the rule to view its conditions.

Update the Administrator Address

Edit the rule's 'Do the following' action. Change the recipient from the single administrator's email address to the correct distribution group or shared mailbox that includes all intended administrators, then save the changes.

Review and Modify Exchange Mail Flow Rules

Tip: Using a Microsoft 365 group or distribution list as the recipient ensures that all administrators receive the reports without needing to update the rule every time an admin joins or leaves.

Solution 2

Check the Exchange Admin Audit Logs

If you cannot find the rule, check the audit logs to see if another administrator recently modified routing settings.

Solution 3

Contact Microsoft 365 Support for Backend Investigation

Use this step if community methods fail and the routing configuration cannot be found in the Exchange Admin Center.

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Frequently Asked Questions

Why are my junk email reports failing before reaching the administrator?

This typically happens if the mail flow rule is attempting to forward the report to an outdated connector, an invalid external address, or if there is a conflict in your Exchange Online spam filter policies.

Can I route junk email reports to a shared mailbox?

Yes. In the Exchange Admin Center, you can set the mail flow rule's destination to a shared mailbox. Ensure all relevant administrators have 'Read and manage' permissions for that shared mailbox.

Where can I find the default Microsoft 365 spam reporting settings?

Default spam reporting and junk filter settings can be found in the Microsoft 365 Defender portal under Policies & rules > Threat policies > Anti-spam policies. However, custom diversions are usually handled in Exchange Mail Flow Rules.

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