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Microsoft Exchange Server 2010 : Defining Email Addresses (part 2) - Email Address Policies - Changing an Existing Policy

3/26/2014 4:38:50 AM

2. Email Address Policies

Exchange email address policies are the configuration objects used by Exchange management tasks when new mail objects are created. Each policy's conditions are examined to see if the policy's conditions apply to the object that is being created; if they do, the new mail-enabled object's email address policies are generated based on the email address generation rules.

Using the EMC, email address policies are found in the Organization Configuration work center under the Hub Transport subcontainer. Once you have highlighted the Hub Transport subcontainer, select the Email Address Policies tab to see a list of the email address policies in the organization. In Figure 3, we only have the default policy assigned by the Exchange Server 2010 installation.

Figure 3. Email address policies for an Exchange 2010 organization

The default policy is the lowest-priority policy and applies if no other policies above it apply. This is just like having multiple recipient policies in Exchange 2000/2003.

2.1. Changing an Existing Policy

The default email address generation rule uses the object's Exchange alias and the domain name of the Active Directory forest root. Suppose you want to make two changes to the email address policy:

  • You want to change the SMTP domain name that is on the default policy to something else.

    For example, this is relevant when the default domain name for the Active Directory forest root is different from the public domain name used for SMTP and you need to fix this.

  • You want all email addresses to be generated using the first name, followed by a period, then the last name, and then the domain name.

To perform those tasks, follow these steps:

  1. Define an accepted domain. If the default accepted domain is not correct for your organization, you need to create a new accepted domain because Exchange 2007 does not allow you to change an accepted domain. Let's say that your Active Directory forest root is called fourthcoffee.com but your public SMTP domain is volcanocoffee.com. First, under the Accepted Domains tab of the Organization Configuration work center's Hub Transport subcontainer, create a new authoritative accepted domain for volcanocoffee.com.

  2. Change the default email address policy so that it uses the new domain name and generates an address using the firstname.lastname format, such as josh.maher@volcanocoffee.com. Locate the default policy in the Organization Configuration work center (found under the Hub Transport subcontainer by clicking the Email Address Policies tab), highlight the default policy, and click the Edit task in the Actions pane. Click Next until you reach the Email Addresses page. In the Email Addresses page, you see the list of all domain names used to generate Email addresses. On the page you would then click on the domain name you want to modify, in this case @fourthcoffee.com, and then click the Edit button to see the SMTP Email Address dialog box (shown in Figure 4). When you first see this box, the Email Address Local Part check box is not checked. This means that the object's Exchange alias will be used when creating the SMTP address. You want to change that, so enable the Email Address Local Part check box; once it's selected, you will be able to enable the First Name.Last Name (John.Smith) radio button. We selected that check box in Figure 4 so that you can easily see the available choices.

    Figure 4. Changing how the SMTP address is generated
  3. Next, you can either click the Browse button to select from the list of available accepted domains or type in the SMTP domain you want to use to generate email addresses. To better illustrate the options, we typed the VolcanoCoffee.com domain in the dialog box. When you are done here, you would then click OK.

  4. You have now modified the default policy; just click Next on the Email Addresses page to finish the modification.

  5. Next you will see the Schedule page of the wizard (see Figure 5). This might be a bit confusing at first because on the surface it doesn't seem as if there is anything to schedule. However, remember that in Exchange 2000/2003, the Exchange Recipient Update Service (RUS) took care of adding SMTP addresses to mail-enabled objects. There is no equivalent for Exchange 2007mail-enabled recipients. Thus, some process or task has to be kicked off that will do this. If you choose Immediately, this will kick off the Update-EmailAddressPolicy cmdlet with the -Identity:'Default Policy' option and immediately update any email addresses.

If you don't choose Immediately, you have additional options:

  • Do Not Apply skips the Update-EmailAddressPolicy cmdlet phase altogether. If you have just updated the default policy, you can always run the Update-EmailAddressPolicy "Default Policy" command from the EMS at a later point.

    Figure 5. Scheduling an update to the email address policy
  • At The Following Time allows you to schedule the Update-EmailAddressPolicy cmdlet to run later. This is useful if you know that it will have to update thousands of mail-enabled objects in your Active Directory and you don't want it affecting usage during the business day. This option, when selected, allows you to specify that the task be canceled if it is still running after a certain number of hours.

Of course, you can also create email address policies using the EMS; the following is an example of an EMS command that would create an email address policy for the domain Kalleo.ca:

New-EmailAddressPolicy -Name 'Kalleo Solutions' -IncludedRecipients

'MailboxUsers' -ConditionalCustomAttribute1 'test' -Priority '1'

-EnabledEmailAddressTemplates 'SMTP:%g.%s@Kalleo.ca'

So getting back to our example of VolcanoCoffee.com, one thing we want to point out is what happens to existing email addresses once you change to a new default address. Figure 6 shows the Email Addresses property page for the mailbox of a user whose address was updated; notice that this user has three email addresses now. He has the old email addresses Lcohen@masteringexchangeorg.com and Lcohen@fourthcoffee.com and his newly created SMTP address Larry.cohen@volcanocoffee.com. The process of updating email addresses never removes existing addresses; it creates the new address and makes it the Reply To address.

Although this example was done entirely in the graphical user interface, you could use the EMS to perform the same steps. The EMS cmdlets you would use to create, delete, modify, and update email address policies are shown in Table 2.

Figure 6. Newly created SMTP address for an existing user

Table 2. EMS Cmdlets Used to Manipulate Email Address Policies
EMS CmdletDescription
New-EmailAddressPolicyCreates a new email address policy
Set-EmailAddressPolicyChanges properties of the email address policy specified
Update-EmailAddressPolicyUpdates mail-enabled objects in the Active Directory if the conditions of the policy specified apply to those objects
Get-EmailAddressPolicyRetrieves a list of email address policies and their properties
Remove-EmailAddressPolicyDeletes the specified email address policy

Finally, of course, if you want to see the email addresses that have been applied to a mail-enabled object, you can also use an EMS cmdlet to retrieve that information. You would use Get-Mailbox, Get-MailContact, or Get-DistributionGroup. To retrieve the email addresses for a mailbox whose alias is Julie.Samante, you could type the following command and see output similar to this:

Get-Mailbox "julie.samante" | Format-List DisplayName,EmailAddresses
DisplayName : Julie Samante
EmailAddresses : {smtp:Julie.Samante@fourthcoffee.com,
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