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Trace Emails Sent to External Domains
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AdminDroid
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<#
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--------------------------------------------------------------------------------------------------------------------------
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Name: Trace Emails Sent to External Domains
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Description: The script exports all emails sent to external domains
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Version: 1.0
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Website: o365reports.com
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Script Highlights:
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~~~~~~~~~~~~~~~~~~
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1.Exports emails sent to external domains into a CSV file.
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2.Supports up to 90 days of email data.
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3.Lists emails sent to specific external domains or users.
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4.Audits all external emails sent by a specific user.
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5.Filters results by mail status.
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6.Installs the Exchange Online PowerShell module (if not installed already) with your permission.
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7.Works with MFA and Certificate-based Authentication.
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8.Can be scheduled for automated reports.
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For detailed script execution: https://o365reports.com/2025/06/24/trace-emails-sent-to-external-domains-in-exchnage-online/
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------------------------------------------------------------------------------------------------------------------------------
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#>
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param(
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[Parameter(Mandatory = $false)]
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[Nullable[DateTime]]$StartDate,
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[Nullable[DateTime]]$EndDate,
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[string]$UserName,
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[string]$Password,
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[string]$SenderAddress = "",
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[string]$RecipientAddress = "",
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[ValidateSet("Delivered", "Failed", "Gettingstatus", "FilteredAsSpam","Quarantined")]
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[string]$MailStatus,
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[string]$ExternalDomainName
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)
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#--------------------------------------------------- Date Time Checking ---------------------------------------------------
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$MaxStartDate = ((Get-Date).AddDays(-90)).Date
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if (-not $StartDate -and -not $EndDate) {
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$EndDate = (Get-Date).Date
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$StartDate = $MaxStartDate
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}
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try {
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if ($StartDate) { $StartDate = [DateTime]$StartDate }
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if ($EndDate) { $EndDate = [DateTime]$EndDate }
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if ($StartDate -lt $MaxStartDate) {
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Write-Host "Error: MessageTrace can only be retrieved for the past 90 days. Select a date after $MaxStartDate" -ForegroundColor Red
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Exit
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}
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if ($EndDate -lt $StartDate) {
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Write-Host "Error: End date must be later than start date." -ForegroundColor Red
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Exit
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}
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}
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catch {
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Write-Host "Error: Invalid date format. Please enter a valid date." -ForegroundColor Red
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Exit
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}
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$CurrentStart = $StartDate
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$CurrentEnd = $EndDate.AddDays(1).AddSeconds(-1)
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#-------------------------------------------------- Function: Connect Exchange Online --------------------------------------
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Function Connect_Exo {
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$installedModule = Get-Module ExchangeOnlineManagement -ListAvailable | Where-Object { $_.Version -ge [version]"3.0" }
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if (-not $installedModule) {
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Write-Host "Exchange Online PowerShell module is not available or version is below 3.0." -ForegroundColor Yellow
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$confirm = Read-Host "Do you want to install the module? [Y] Yes [N] No"
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if ($confirm -match "^[yY]") {
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Install-Module ExchangeOnlineManagement -Repository PSGallery -AllowClobber -Force
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}
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else {
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Write-Host "EXO module is required. Please install it manually using 'Install-Module ExchangeOnlineManagement'."
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exit
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}
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}
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Write-Host "Connecting to Exchange Online..."
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if ($UserName -and $Password) {
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$SecuredPassword = ConvertTo-SecureString -AsPlainText $Password -Force
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$Credential = New-Object System.Management.Automation.PSCredential ($UserName, $SecuredPassword)
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Connect-ExchangeOnline -Credential $Credential -ShowBanner:$false
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}
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elseif($Organization -ne "" -and $ClientId -ne "" -and $CertificateThumbprint -ne "")
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{
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Connect-ExchangeOnline -AppId $ClientId -CertificateThumbprint $CertificateThumbprint -Organization $Organization -ShowBanner:$false
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}
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else {
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Connect-ExchangeOnline -ShowBanner:$false
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}
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}
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#-------------------------------------------------- Function: Export To CSV -----------------------------------------------
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Function Export-ToCSV {
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param (
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[Parameter(Mandatory = $true)]
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$Results
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)
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$Results |
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Select-Object MessageTraceID,
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@{Name = "Sent Time"; Expression = { ($_.Received).ToLocalTime().ToString("yyyy-MM-dd HH:mm:ss") } },
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@{Name = "Sender Address"; Expression = { $_.SenderAddress } },
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@{Name = "Recipient Address"; Expression = { $_.RecipientAddress } },
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Subject, Status,
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@{Name = "Sender Domain"; Expression = { ($_.SenderAddress -split "@")[1] } },
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@{Name = "Recipient Domain"; Expression = { ($_.RecipientAddress -split "@")[1] } },
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@{Name = "Sender IP"; Expression = { $_.FromIP } }, #FromIP
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@{Name = "Receipient IP"; Expression = { $_.ToIP } }, #TOIP
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@{Name = "Mail Size(KB)"; Expression = { [math]::Round($_.Size / 1KB, 2) } } |
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Export-Csv -Path $OutputCSV -Append -Force -NoTypeInformation
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}
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#-------------------------------------------------- Function: Filter Data --------------------------------------------------
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Function Filterdata {
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$FilteredResults = @()
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foreach ($queryResult in $queryResults){
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$senderDomain = ($queryResult.SenderAddress -split "@")[-1]
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$recipientDomain = ($queryResult.RecipientAddress -split "@")[-1]
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if (
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($InternalDomains -contains $senderDomain) -and
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(-not ($InternalDomains -contains $recipientDomain)) -and
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([string]::IsNullOrEmpty($SenderAddress) -or $queryResult.SenderAddress -eq $SenderAddress) -and
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([string]::IsNullOrEmpty($RecipientAddress) -or $queryResult.RecipientAddress -eq $RecipientAddress) -and
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([string]::IsNullOrEmpty($ExternalDomainName) -or $ExternalDomainName -eq $recipientDomain) -and
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([string]::IsNullOrEmpty($MailStatus) -or $queryResult.Status -eq $MailStatus)
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) {
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$FilteredResults += $queryResult
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}
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}
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if ($FilteredResults.Count -gt 0) {
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$Global:FilteredCount += $FilteredResults.Count
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Export-ToCSV -Results $FilteredResults
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}
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}
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#-------------------------------------------------- Initialization ---------------------------------------------------------
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Connect_Exo
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$batchSize = 5000
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$InternalDomains = (Get-AcceptedDomain).DomainName # Gett all Internal Domains
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$Location = Get-Location
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$Timestamp = (Get-Date -Format "yyyy-MM-dd_HH-mm-ss")
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$OutputCSV = "$Location\MailsSentToExternalDomains_Report_$Timestamp.csv"
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$queryResults = $null
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$ProcessedCount = 0
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$Global:FilteredCount = 0
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#-------------------------------------------------- Core Processing Loop ---------------------------------------------------
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while ($CurrentEnd -ge $CurrentStart) {
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$IntervalStartDate = $CurrentEnd.AddDays(-10)
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if ($IntervalStartDate -lt $CurrentStart) { $IntervalStartDate = $CurrentStart } # To check currentstartdate not go beyond Actualstartdate
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if ($IntervalStartDate -ge $CurrentEnd) { break } # To Terminate if DateInterval reaches enddate
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try {
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$queryResults = Get-MessageTraceV2 -StartDate $IntervalStartDate -EndDate $CurrentEnd -ResultSize $batchSize -ErrorAction Stop
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$ProcessedCount += $queryResults.Count
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if ($queryResults.Count -eq 0) {
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# If the current Quary has No result change date to next Quary ,Skip the current Quary
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$CurrentEnd = $IntervalStartDate
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continue
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}
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Filterdata
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}
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catch {
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Write-Host "Error fetching message trace data: $_" -ForegroundColor Red
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Disconnect-ExchangeOnline -Confirm:$false -ErrorAction SilentlyContinue
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Exit
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}
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Write-Progress -Activity "Retrieving Mail Record from $StartDate to $EndDate" -Status "Processed count: $ProcessedCount"
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## #To Fetch Subsequant Data in the current quary
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while ($queryResults.Count -eq $batchSize) {
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$lastMessage = $queryResults[-1]
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$LastEndDate = $lastMessage.Received.ToString("O")
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$StartingRecipientAddress = $lastMessage.RecipientAddress
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try {
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$queryResults = Get-MessageTraceV2 -StartDate $IntervalStartDate -EndDate $LastEndDate -StartingRecipientAddress $StartingRecipientAddress -ResultSize $batchSize -ErrorAction Stop
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$ProcessedCount += $queryResults.Count
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Write-Progress -Activity "Retrieving Mail Record from $StartDate to $EndDate" -Status "Processed count: $ProcessedCount"
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# To break the loop if $quaryresult is zero
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if ($queryResults.Count -eq 0) { break }
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Filterdata
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}
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catch {
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Write-Host "Error fetching additional message trace data: $_" -ForegroundColor Red
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Disconnect-ExchangeOnline -Confirm:$false -ErrorAction SilentlyContinue
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Exit
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}
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}
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$CurrentEnd = $IntervalStartDate # Adjusted the End date Last IntervalStartdate
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}
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#-------------------------------------------------- Final Output -----------------------------------------------------------
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Write-Host `n~~ Script prepared by AdminDroid Community ~~`n -ForegroundColor Green
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Write-Host "~~ Check out " -NoNewline -ForegroundColor Green; Write-Host "admindroid.com" -ForegroundColor Yellow -NoNewline; Write-Host " to get access to 1900+ Microsoft 365 reports. ~~" -ForegroundColor Green `n`n
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If ($FilteredCount -eq 0) {
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Write-Host "No records found"
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}
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else {
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Write-Host "`nThe output file contains $FilteredCount Mail records."
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if (Test-Path -Path $OutputCSV) {
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Write-Host "`nThe Output file is available at: " -NoNewline -ForegroundColor Yellow
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Write-Host $OutputCSV
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$Prompt = New-Object -ComObject wscript.shell
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$UserInput = $Prompt.popup("Do you want to open the output file?", 0, "Open Output File", 4)
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If ($UserInput -eq 6) {
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Invoke-Item "$OutputCSV"
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}
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}
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}
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Disconnect-ExchangeOnline -Confirm:$false
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