How to Create an E-Mail Address Policy

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Microsoft Exchange Server 2007 will reach end of support on April 11, 2017. To stay supported, you will need to upgrade. For more information, see Resources to help you upgrade your Office 2007 servers and clients.

 

Applies to: Exchange Server 2007, Exchange Server 2007 SP1, Exchange Server 2007 SP2, Exchange Server 2007 SP3

This topic explains how to use the Exchange Management Console or the Exchange Management Shell to create a new e-mail address policy. 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.

Note

In Microsoft Exchange Server 2007, recipient policies (which were included in Exchange Server 2003) are divided into two separate features: accepted domains and e-mail address policies. For more information about accepted domains, see Managing Accepted Domains.

When creating an e-mail address policy, you can use the following e-mail address types:

  • Precanned Simple Mail Transfer Protocol (SMTP) e-mail address. Precanned SMTP e-mail addresses are commonly used e-mail address types that are provided for you.

  • Custom SMTP e-mail address. If you do not want to use one of the precanned SMTP e-mail addresses, you can specify a custom SMTP e-mail address.

    When creating a custom SMTP e-mail address, you can use the variables in the following table to specify alternate values for the local part of the e-mail address.

    Variable Value

    %g

    Given name (first name)

    %i

    Middle initial

    %s

    Surname (last name)

    %d

    Display name

    %m

    Exchange alias

    %xs

    Uses the x number of letters of the surname. For example if x=2, the first two letters of the surname are used.

    %xg

    Uses the x number of letters of the given name. For example, if x=2, the first two letters of the given name are used.

  • Non-SMTP e-mail address. The following types of non-SMTP e-mail addresses are supported:

    • EX (Legacy DN Proxy Address Prefix DisplayName)

    • X.500

    • X.400

    • MSMail

    • CcMail

    • Lotus Notes

    • Novell GroupWise

    • Exchange Unified Messaging proxy address (EUM proxy address)

    Important

    In Exchange 2007, all non-SMTP e-mail addresses are considered custom addresses. Exchange 2007 does not provide unique dialog boxes or property pages for X.400, GroupWise, or Lotus Notes e-mail address types. If you add a non-SMTP custom e-mail address, you must have the appropriate dynamic-link library (DLL) files. If you do not provide the appropriate DLL files, you will not be able to create a customized e-mail address policy. The following error will be logged in Event Viewer: "The e-mail address description object in the Microsoft Exchange directory for the 'SADF' address type on 'i386' machines are missing."

Before You Begin

To perform the following procedure, the account you use must be delegated the following:

  • Exchange Organization Administrator role

For more information about permissions, delegating roles, and the rights that are required to administer Exchange Server 2007, see Permission Considerations.

Make sure that you have read Managing E-Mail Address Policies.

Also, be aware that before an SMTP address domain can be used in an e-mail address policy, you must configure an accepted domain. For information about configuring accepted domains, see Managing Accepted Domains.

Procedure

To use the Exchange Management Console to create a new e-mail address policy

  1. Start the Exchange Management Console.

  2. In the console tree, expand Organization Configuration, and then click Hub Transport.

  3. In the action pane, click New E-mail Address Policy. The New E-Mail Address Policy wizard appears.

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

    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.

    All recipient types   Click this button to apply the e-mail address policy to all recipient types. In Exchange 2007, recipients are comprised of mailbox users, mail-enabled users, mail contacts, mail-enabled distribution and security groups, and mail-enabled public folders.

    The following specific types   Click this button to apply the e-mail address policy to specific recipient 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 2007, Exchange 2003, and Exchange 2000 Server 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 the Active Directory directory service, 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.

  5. Click Next.

  6. On the Conditions page, compete the following fields:

    Note

    The conditions on this page are the predefined conditions in the Exchange Management Console. If you want to specify conditions other than the ones available on this page, you must use the Exchange Management Shell to create a custom query for the e-mail address policy. Keep in mind that the filter and condition settings for e-mail address policies that have custom recipient filters can be managed only by using the Exchange Management Shell. To learn more about how to use the Exchange Management Shell to create a custom filter, see New-EmailAddressPolicy and Set-EmailAddressPolicy.

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

    Note

    The Introduction page of this wizard allows you to specify the scope of recipients for this e-mail address policy. Selecting conditions will further restrict the membership of the policy to only those recipients within the scope that match the specific conditions.

    You can 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 only include 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 condition(s) (click 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.

  7. Click Next.

  8. On the E-Mail Addresses tab, click Add to add a new e-mail address to your e-mail address policy. Use the drop-down box to select an SMTP e-mail address (default) or a custom e-mail address. Depending on the type of address you select, the SMTP E-Mail Address or the Custom Address dialog box appears. For information about these dialog boxes, see the following topics:

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

    Apply the e-mail address policy   select one of the following schedule settings to specify when the e-mail address policy should be applied.

    • Immediately   Select this option to apply the e-mail address policy as soon as the e-mail address policy is created.

    • At the following time   Select this option and use the corresponding drop-down 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.

  10. Click Next.

  11. 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.

  12. On the Completion page, confirm whether the new e-mail address policy was created successfully. A status of Completed indicates that the wizard completed the task successfully. A status of Failed indicates that the task was not completed. If the task fails, review the summary for an explanation, and then click Back to make any configuration changes.

  13. Click Finish to complete the New E-Mail Address Policy wizard.

To use the Exchange Management Shell to create a new e-mail address policy

  • Run the following command:

    New-EmailAddressPolicy -Name <String> -IncludedRecipients <Nullable> -Priority <EmailAddressPolicyPriority> -EnabledEmailAddressTemplates <ProxyAddressTemplateCollection>

    For example, to create a new 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, run the following command:

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

For detailed syntax and parameter information, see the New-EmailAddressPolicy reference topic.

For More Information

For more information about accepted domains, see the following topics:

For more information about e-mail address policies, see Understanding E-Mail Address Policies.