Auburn University has updated how external emails are labeled to improve security and simplify your inbox. Currently, emails from outside Auburn’s system are marked with [EXT] in the subject line. We have transitioned to Microsoft’s built-in tagging system, which provides a clearer and more seamless experience.
Following this transition, you may briefly see both the old and new labels. No action is needed — this change has happened automatically and will not affect email delivery.
If you previously set up an inbox rule to move emails with [EXT] to a specific folder, you’ll need to update it. Instead of filtering by [EXT], simply set the rule to check for the X-MS-Exchange-Organization-AuthAs: Anonymous message header.
To edit your rule:
1. Find your existing rule.
a. If using the Outlook desktop app (Classic) in Windows, click File > Manage Rules & Alerts. Find and highlight the rule, and click Change Rule > Edit Rule Settings.
b. If using the Outlook desktop app (New) in Windows or Outlook on the Web, click Settings (gear icon) and Mail > Rules. Next to the rule, click Edit Rule.
c. If using the Outlook desktop app for Mac, from the Outlook main menu, click Settings (or Preferences) and Rules. Next to the rule, click Edit Rule.
2. Update the condition to check for X-MS-Exchange-Organization-AuthAs: Anonymous instead.
3. Click Save to apply your changes.
For more details on updating inbox rules, visit OIT’s Knowledge Base article at aub.ie/inboxrules.
Examples of the New External Email Label across Microsoft Outlook environments
Outlook Mobile App:
Outlook Desktop App (Classic):
Outlook Desktop App (New) and Outlook on the Web (OWA):
Frequently Asked Questions
Q: Will the new external email label work across all email clients?
A: The Microsoft external email tag is only visible in Microsoft email clients, such as Outlook (desktop, web, and mobile). Users who rely on third-party email clients (e.g., Apple Mail) will not see the new label.
Q: Will external services we use regularly (e.g., Salesforce, Mailchimp) still be tagged as external?
A: OIT is working with major external communicators to minimize unnecessary external tagging for trusted sources. However, some external messages that were previously not tagged may now appear as external. These will be addressed on a case-by-case basis.
Q: Will this change affect email delivery times?
A: No, this update will not impact email delivery speed. The change is purely a modification to how external senders are labeled in Microsoft email clients.
Q: What about my email filter rules? Will this change affect them?
A: If you previously set up a rule to move emails with [EXT] in the subject line to a specific folder, you’ll need to update it to reflect Microsoft’s built-in external email tagging system.
Q: Who should I contact if I need assistance?
A: Please contact the IT Service Desk at (334) 844-4944 or itservicedesk@auburn.edu.