Create a Sharing Policy

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

You can use sharing policies to control how users in your organization can share calendar and contact information with users outside your Exchange organization. Sharing policies support the sharing of calendar and contact information with external federated organizations, external non-federated organizations, and individuals with Internet access. To configure recipients to use a specific sharing policy, see Apply a Sharing Policy to Mailboxes.

Note

For sharing policies between federated organizations, only Microsoft Outlook 2010 and Microsoft Office Outlook Web App users can create sharing invitations.

Looking for other management tasks related to sharing policies? Check out Managing Federated Delegation.

Prerequisites for Sharing Policies Between Federated Organizations

  • An Exchange 2010 Client Access server exists in each Exchange organization.

  • A federation trust with the Microsoft Federation Gateway is established for each Exchange organization. For details, see Create a Federation Trust.

  • The federated organization identifier is configured for each Exchange organization. Also, any primary and secondary SMTP domains used for generating users' e-mail addresses have been added to the Microsoft Federation Gateway as accepted domains for both Exchange organizations. For details, see Configure Federated Delegation.

  • User mailboxes are on Exchange 2010 Mailbox servers in each Exchange organization.

Prerequisites for Sharing Policies Between Non-Federated Organizations or Individuals

  • An Exchange 2010 Client Access server exists in the Exchange organization that's sharing user's calendar information.

  • User mailboxes are on Exchange 2010 Mailbox servers in the Exchange organization that's sharing user's calendar information.

  • The Client Access server is enabled for Outlook Web App access and a publishing virtual directory is enabled. For details, see Set-OwaVirtualDirectory.

  • The Mailbox server's Web proxy URL is configured. For details, see Set-ExchangeServer.

What Do You Want to Do?

  • Use the EMC to create a sharing policy

  • Use the Shell to create a sharing policy

Use the EMC to create a sharing policy

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

  1. In the console tree, expand the forest you want, and then navigate to Organization Configuration > Mailbox.

  2. In the action pane, click New Sharing Policy.

  3. On the Introduction page, complete the following fields:

    • Name   Use this box to type a name for the new sharing policy.

    • Add   Click this button to open the Add Action to Sharing Policy Domain dialog box. Use this dialog box to specify the domains and actions that this sharing policy applies to. Complete the following fields:

      Specify a domain of an external Exchange organization, or "*" for any domain   Use this box to type the fully qualified domain name (FQDN) of an external Exchange organization, for example, Contoso.com.

      Specify the actions that apply to the federated domain   Use this list to select one of the following sharing levels you want to enforce:

      Calendar sharing with free/busy information only

      Calendar sharing with free/busy information, plus subject and location

      Calendar sharing with free/busy information, plus subject, location, and body

      Contacts sharing

      Calendar sharing with free/busy information only, Contacts sharing

      Calendar sharing with free/busy information, plus subject and location, Contacts sharing

      Calendar sharing with free/busy information plus subject, location, and body, Contacts sharing

    • Edit   Select a domain, and then click this button to edit the domain name or action.

    • Remove icon   Select a domain, and then click this button to remove the domain from the sharing policy.

    • Enable sharing policy   Select this check box to enable the sharing of calendar and contact information with recipients in the external domains that you specified in the policy. If you clear this check box, mailboxes assigned this policy won't be able to share calendar and contact information with the external domains or users specified in the policy. Additionally, existing shared calendar and contacts folders will no longer be shared with the external domains or users specified in the policy.

  4. On the Mailboxes page, click Add to select the mailboxes to which you want to apply this sharing policy.

    Note

    After creating the sharing policy, you can apply it to more mailboxes by using the Mailboxes tab in the sharing policy's property page or by using the Mailbox Settings tab in the mailbox's property page.

  5. On the New Sharing Policy page, review your configuration settings. Click New to create the sharing policy. Click Back to make configuration changes.

  6. 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.

Use the Shell to create a sharing policy

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

This example creates the sharing policy Contoso for the external federated domain contoso.com. This policy allows users in the contoso.com domain to see your user's detailed calendar availability (free/busy) information and contacts. By default, this policy is enabled.

New-SharingPolicy -Name "Contoso" -Domains contoso.com: CalendarSharingFreeBusyDetail, ContactsSharing

This example creates the sharing policy SharingPolicy01 for two different federated domains (contoso.com and woodgrovebank.com) with different sharing actions configured for each domain. The policy is disabled.

New-SharingPolicy -Name "SharingPolicy01" -Domains 'contoso.com: CalendarSharingFreeBusySimple', 'woodgrovebank.com: CalendarSharingFreeBusyDetail, ContactsSharing' -Enabled $false

This example creates the sharing policy Anonymous for an Exchange organization with the Client Access server CAS01 and the Mailbox server MAIL01 with the sharing action configured for limited calendar free/busy availability information. This policy allows users in your Exchange organization to invite users with Internet access to view their calendar availability information by sending them a link. The policy is enabled.

  1. Set the Web proxy URL for MAIL01.

    Set-ExchangeServer -Identity "Mail01" -InternetWebProxy "<Webproxy URL>"

  2. Enable the publishing virtual directory on CAS01.

    Set-OwaVirtualDirectory -Identity "CAS01" -ExternalURL "<URL for CAS01>" -CalendarPublishingEnabled $true

  3. Create the sharing policy Anonymous and configure limited calendar information sharing.

    New-SharingPolicy -Name "Anonymous" -Domains 'Anonymous: CalendarSharingFreeBusySimple' -Enabled $true

For detailed syntax and parameter information, see the following topics:

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