Send & Receive Issues

How to Configure an Alternate Approver in Exchange Mail Flow

Emma Brown Oct 7, 2026 869 views

Question details

The user needs a way to set up an alternate approver for Exchange mail flow rules so that either the primary manager or an alternate can approve messages without requiring approval from both.

How to Configure an Alternate Approver in Exchange Mail Flow

Product: Microsoft Exchange
Device & OS: not provided
Scenario: Setting up an email moderation workflow where a designated manager and an alternate backup can independently approve qualifying messages.
Observed behavior: Exchange moderation does not have a built-in 'alternate approver' checkbox, requiring a specific setup to ensure any single approver can authorize the message instead of waiting for all recipients to act.

Before you start

Ensure you have the necessary Exchange Administrator privileges to modify mail flow rules, manage distribution groups, or configure mailbox delegations in the Exchange Admin Center.

Solution 1Recommended

Add Multiple Moderators to the Mail Flow Rule

This is the most straightforward method. By adding multiple users as moderators in the mail flow rule, any one of the specified moderators can approve or reject the message.

Exchange allows you to specify multiple moderators in a single mail flow rule. When an email triggers the rule, an approval request is sent to all listed moderators. The first moderator to act (approve or reject) completes the moderation process, and the other moderators will see that the request has already been processed.

Access the Exchange Admin Center

Navigate to Mail Flow Rules

In the left-hand navigation pane, select 'Mail flow' and then click on 'Rules'.

Edit the Moderation Rule

Select the existing rule that requires manager approval and click the 'Edit' icon.

Add the Alternate Approver

Under the action that forwards the message for approval, add the alternate approver's email address alongside the primary manager's address, then save the rule.

Testing the Workflow: Always test the workflow after adding multiple moderators to confirm that the approval of just one moderator successfully releases the email.

Solution 2

Use a Moderation-Enabled Distribution Group

Create a distribution group containing the primary manager and the alternate approver, and set the group as the moderator.

Solution 3

Temporary Mailbox Delegation

Grant the alternate approver temporary access to the primary manager's mailbox to handle pending approvals during absences.

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Frequently Asked Questions

If I add multiple moderators, do they all need to approve the message?

No. When multiple moderators are added to a mail flow rule or when a distribution group is used, the system allows the first person who responds (whether to approve or reject) to complete the action. It does not require a consensus.

What happens if an alternate approver rejects an email?

If any of the assigned moderators rejects the email, the message is blocked and will not be delivered to the recipient. An automatic rejection notification is typically sent back to the original sender.

Can I set an alternate approver without giving them access to the manager's inbox?

Yes. By adding the alternate approver directly into the mail flow rule or by using a moderation-enabled distribution group, the alternate will receive a separate approval request email in their own inbox, removing the need for inbox delegation.

Will the original sender know their message is pending approval?

Yes, depending on your organization's settings. Senders within the Exchange organization generally receive a MailTip in Outlook before sending, notifying them that the message they are drafting will be subject to moderation.

Outlook & Email Problems