Create an E-Mail Address Policy

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Applies to: Exchange Server 2010 SP3, Exchange Server 2010 SP2

For a recipient to receive or send e-mail messages, the recipient must have an e-mail address. E-mail address policies generate the primary and secondary e-mail addresses for your recipients (which include users, contacts, and groups) so they can receive and send e-mail.

Looking for other management tasks related to e-mail address policies? Check out Managing E-Mail Address Policies.

Prerequisite

Before an SMTP address domain can be used in an e-mail address policy, you must configure an accepted domain. For more, see Understanding Accepted Domains.

What Do You Want to Do?

  • Use the EMC to create an e-mail address policy

  • Use the Shell to create an e-mail address policy

Use the EMC to create an e-mail address policy

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "E-mail address policies" entry in the Mailbox Permissions topic.

  1. In the console tree, navigate to Organization Configuration > Hub Transport.

  2. In the action pane, click New E-mail Address Policy.

  3. On the Introduction page, complete the following fields to define the recipient scope:

    • Name   Use this text box to create the display name for the new e-mail address policy. The name can contain as many as 64 characters but cannot include wildcard characters.

    • Select the recipient container where you want to apply this filter   Click Browse to open the Select Organizational Unit dialog box. Specify an organizational unit (OU), and then click OK. The recipient container filters the recipients that the e-mail address policy will affect based upon their location in Active Directory.

    • Select the recipient types you want to include in the policy. You can select All recipient types or The following specific types. If you select The following specific types, you can select one or more of the following recipient types:

      Users with Exchange mailboxes   Select this check box if you want your e-mail address policy to apply to users with Exchange 2010, Exchange 2007, or Exchange 2003 mailboxes. Users with Exchange mailboxes are those that have a user domain account and a mailbox in the Exchange organization.

      Users with external e-mail addresses   Select this check box if you want your e-mail address policy to apply to users with external e-mail addresses. Users with external e-mail accounts have user domain accounts in Active Directory, but use e-mail accounts that are external to the organization. This enables them to be included in the global address list (GAL) and added to distribution lists.

      Resource mailboxes   Select this check box if you want your e-mail address policy to apply to Exchange resource mailboxes. Resources mailboxes allow you to administer company resources through a mailbox, such as a conference room or company vehicle.

      Contacts with external e-mail addresses   Select this check box if you want your e-mail address policy to apply to contacts with external e-mail addresses. Contacts with external e-mail accounts do not have user domain accounts in Active Directory, but the external e-mail address is available in the GAL.

      Mail-enabled groups   Select this check box if you want your e-mail address policy to apply to security groups or distribution groups that have been mail-enabled. Mail-enabled groups are similar to distribution groups. E-mail messages that are sent to a mail-enabled group account will be delivered to several recipients.

  4. On the Conditions page, compete the following fields to further filter the recipients who will be affected by this e-mail address policy:

    Step 1: Select condition(s)   Use this section to select one or more conditions for your e-mail address policy. If you don't want to set any conditions for the policy, don't select any of the check boxes. Select from the following conditions:

    • Recipient is in a State or Province   Select this check box if you want the e-mail address policy to include only recipients from specific states or provinces. This information is contained on the Address and Phone tab in the recipient's properties.

    • Recipient is in a Department   Select this check box if you want the e-mail address policy to include only recipients in specific departments. This information is contained on the Organization tab in the recipient's properties.

    • Recipient is in a Company   Select this check box if you want the e-mail address policy to include only recipients in specific companies. This information is contained on the Organization tab in the recipient's properties.

    Note

    The State or Province, Department, and Company conditions are based on attributes that are applicable only to mailboxes, mail users, and mail contacts. These conditions do not apply to mail-enabled distribution groups. If you configure any of these conditions for an e-mail address policy, you will in effect be excluding all mail-enabled distribution groups.

    • Custom Attribute equals Value   There are 15 custom attributes for each recipient. There is a separate condition for each custom attribute. If you want the e-mail address policy to include only recipients that have a specific value set for a specific custom attribute, select the check box that corresponds to that custom attribute.

    Step 2: Edit the conditions by selecting an underlined value   If you select any conditions in Step 1, each condition you select will append to the definition of the e-mail address policy. For example, if you selected the Recipient is in a State or Province check box in Step 1, you will see in the specified State or Province(s) condition in Step 2.

    For each condition, click the underlined term to create your condition. By default, the underlined term for new conditions will read specified. After you edit the condition, the underlined term will change to the value that you specified.

    If you click an underlined value for the State or Province, Department, or Company conditions, a dialog box appears in which you can specify the values for the condition. To create values for the condition, use the following buttons in the dialog box:

    • Add   Enter a value in the text box and click Add. You can add more than one value, but you cannot enter duplicate values.

    • Edit   To modify an existing value, select it from the list, and then click Edit.

    • Remove icon   To remove an existing value, select it from the list, and then click Remove icon.

    If you click an underlined value for a custom attribute condition, a dialog box appears in which you can specify the value for the condition. You can specify a single value for each custom attribute. Type the value in the text box and click OK.

    Important

    The values that you enter in these dialog boxes must exactly match those that appear in the recipient's properties. For example, if you enter Washington in the Specify State or Province dialog box, but the Address and Phone tab in the recipient's properties lists the state as WA, the condition will not be met.

    Preview   Click this button to view the recipients that will be contained in the e-mail address policy, based on the conditions that you specified.

  5. On the E-Mail Addresses page, specify an e-mail address for your e-mail address policy.

    • Add  Click Add to add a new e-mail address for the policy. Use the drop-down box to select from the following address types:

      SMTP Address   This is the default address type. Click this button and use the corresponding dialog box to add an SMTP address. The following settings are available:

      ▪ Select the E-mail address local part check box and use the corresponding options to configure how the local part of the SMTP e-mail address will appear. The local part of an e-mail address is the name that appears before the at sign (@). If you clear the check box, the local part uses the recipient's alias.

      ▪ Click Select the accepted domain for the e-mail address and then click Browse to select the e-mail address domain to which this e-mail address policy applies. You can also create additional e-mail address policies if your organization receives mail for multiple domains, or if your default domain is used strictly for internal purposes and you use a different external mail domain.

      ▪ Click Specify the custom fully qualified domain name (FQDN) for the e-mail address, and then type the FQDN for the domain part of the e-mail address that appears after the at sign (@). This FQDN must match an accepted domain.

      Custom Address   Click this button and use the corresponding dialog box to add a custom address (for example, fax or X.400).

      Note

      With the exception of X.400 addresses, Exchange doesn't validate custom addresses for proper formatting. You must make sure that the custom address you specify complies with the format requirements for that address type.

    • Edit  Click this button to modify the selected e-mail address.

    • Set as Reply Click this button to set your selected address as the "reply to" address. A recipient can have multiple e-mail addresses for a specific address type. This allows the recipient to receive messages that are addressed to any one of these e-mail addresses. However, a single address must be used for any messages that are sent by the recipient. If a recipient has multiple e-mail addresses, the primary address is used for any messages sent by the recipient.

      This button is available only when an address other than the primary address is selected. Primary addresses for each address type are displayed in bold type.

      If an e-mail address policy in your Exchange organization applies to a mailbox, the Set as Reply setting will be controlled by that policy. To change the primary address for a specific address type, you must clear the Automatically update e-mail addresses based on e-mail address policy check box.

  6. On the Schedule page, complete the following fields:

    • Apply the e-mail address policy   Select one of the following options to specify when the e-mail address policy should be applied.

Do not apply Click this button to create the e-mail address policy without applying it to the mailboxes. For more information, see Apply an E-Mail Address Policy.

    **Immediately**   Click this button to apply the e-mail address policy as soon as the e-mail address policy is created.
    
    **At the following time**   Click this button and use the corresponding lists to specify a time to apply the new e-mail address policy.

  - **Cancel tasks that are still running after (hours)**   Select this check box and use the corresponding text box to specify how long the new e-mail address policy task will run. The default is 8 hours.

  1. On the New E-Mail Address Policy page, review your configuration settings. Click New to create the e-mail address policy. Click Back to make configuration changes.

  2. On the Completion page, review the following, and then click Finish to close the wizard:

    • A status of Completed indicates that the wizard completed the task successfully.

    • A status of Failed indicates that the task wasn't completed. If the task fails, review the summary for an explanation, and then click Back to make any configuration changes.

  3. Click Finish to close the wizard.

Use the Shell to create an e-mail address policy

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "E-mail address policies" entry in the Mailbox Permissions topic.

This example creates a e-mail address policy that includes mailbox users in the Southeast offices who will have e-mail addresses that include their last name combined with the first two letters of their first name.

New-EmailAddressPolicy -Name "southeast offices" -IncludedRecipients MailboxUsers -ConditionalStateorProvince "Georgia","Alabama","Louisiana" -EnabledEmailAddressTemplates "SMTP:%s%2g@southeast.contoso.com"

For More Information

Understanding E-Mail Address Policies

Apply an E-Mail Address Policy

Edit an E-Mail Address Policy

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