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Microsoft Exchange Server 2010 : Defining Email Addresses (part 3) - Email Address Policies - Creating a New Email Address Policy

3/26/2014 4:40:30 AM
2.2. Creating a New Email Address Policy

If you have a small or medium-sized organization, you probably support only a single SMTP domain for your users. However, even companies with a handful of mailboxes can sometimes require two or three SMTP domain names. Let's take as an example an organization that has two divisions, each of which requires its own unique SMTP addresses.

Previously, you changed the default policy for an organization so that all users would get an SMTP address of @volcanocoffee.com. Let's extend that example a bit further. Let's say that this organization has another division called Volcano Surfboards and its SMTP domain is @volcanosurfboards.com. Anyone whose company attribute in the Active Directory contains Volcano Surfboards should have an SMTP address of firstname.lastname@volcanosurfboards.com and that address should be set as its default reply address.


The first thing you need to do is define volcanosurfboards.com as an authoritative accepted domain. If you don't define the accepted domain, you can still define the email address policy, but your organization will reject any emails sent to the @volcanosurfboards.com addresses.

Next, you want to create the email address policy. In the EMC, select the Hub Transport subcontainer of the Organization Configuration work center, and then select the Email Address Policies tab in the Results pane.

To create a new email address policy, click the New Email Address Policy task in the Actions pane. On the first page (see Figure 7) of the New Email Address Policy wizard, you will be prompted for the name of the policy and what type of objects this policy applies to.

In this example, the policy is being created for the Volcano Surfboards company users and you want the policy to apply only to mailboxes, so you will provide that information on the screen shown in Figure 7. When you have provided this information, click Next to move on through the wizard.

Figure 7. Naming the email address policy and defining the objects to which it applies

The next screen, Conditions, is where you define the conditions under which this policy will be applied. There are two steps to the Conditions page. First, you need to narrow the scope to a specific condition, such as the State or Province attribute, Department attribute, or Company Name attribute of the object. Second, you need to provide values for the attributes you have selected.

In this example, you want this policy to apply to anyone whose company name attribute contains Volcano Surfboards. Figure 8 shows the Conditions page after filling in the necessary information.

Once you select the condition Recipient Is In A Company, that option shows up in the Step 2 portion of the dialog box as Users With Exchange Mailboxes In The specified Company(s). The word specified appears very much like a hyperlink; it is blue and underlined. If you click that link, a dialog box appears that allows you to edit or specify one or more company names. (See Figure 8.)

When you have entered the necessary company information (in this case, just a single company called Volcano Surfboards), you click OK to close the Specify Company dialog box. You can verify that the conditions are defined correctly by clicking the Preview button on the Conditions page of the wizard. The Preview button displays the Email Address Policy Preview dialog box; you should see users with mailboxes and whose company name is Volcano Surfboards.

Figure 8. Defining conditions for an email address policy

The Preview button is also helpful in confirming that attributes are being entered correctly in Active Directory. Administrators may not recognize if everyone in a 10,000-user company exists in the Preview window, but hopefully it will give them an idea that the information is being entered correctly. In this case, if a user's company name does not contain exactly Volcano Surfboards, the policy conditions will not be met and the user's mailbox will have the email addresses from the default policy.

The next step is to define the SMTP address or addresses that will be generated when the conditions of this policy apply. The default action for the Add button is to create a new SMTP address, but if you need to create a custom address, click the drop-down arrow to the right of the Add button to see a list that provides an option to create a Custom Address type. (See Figure 9.)

On the Email Addresses page, you need to click the Add button to create a new SMTP address. You will then type the SMTP Email Address domain name (in this example, volcanocoffee.com) in the Email Address Domain dialog box and click the First Name.Last Name (John.Smith) radio button option. (See Figure 10.)

If you have created an accepted domain for volcanosurfboards.com, you can also select it by clicking the Browse button.

The next page of the New Email Address Policy wizard is the Schedule page; if you want the addresses to appear immediately, you must click the Immediately radio button and click Next. If there are many thousands of addresses to be created, you may want to schedule the task to run during off-hours. Once you click Next on the Schedule page, you will see the Summary page. Here you can see the tasks that will be performed once you click the New button.

Figure 9. Adding a custom address type

Figure 10. Adding an SMTP address and specifying the local part of the email address

The final phase of email address policy creation is the Completion page. Though no actual operations or input are required here (other than clicking the Finish button), this page is useful because it provides you with the cmdlets and commands that were used to perform this particular task. In the case of creating a new email address policy, the task used two cmdlets (New-EmailAddressPolicy and Update-EmailAddressPolicy). The Completion page is shown in Figure 11.

Figure 11. Completion page of the New Email Address Policy Wizard
 
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