Exchange Server 2010 : Managing Address Policies

By default, an Exchange organization contains one e-mail address policy for every mail-enabled user. This default policy specifies the recipient's alias as the local part of the e-mail address and uses the default accepted domain. The local part of an e-mail address is the name that appears before the at (@) symbol. However, you can create a new policy or configure the default policy to customize the recipients' e-mail addresses. To specify additional e-mail addresses for all recipients, or just a subset, you can modify the default policy or create additional e-mail address policies. Although you can adjust the default policy, it is recommended that you add additional addresses to a new address policy.

1. Creating an E-mail Address Policy

An e-mail address policy is applied to recipients based upon an OPATH filter. The OPATH filter defines the search scope in the Active Directory forest and the attributes to match to define the recipients that the policy will apply to. You may need to create multiple address policies for different divisions of the company. For example, when Litware, Inc., acquired Proseware, Inc., the company migrated all users into the same Exchange organizaton. However, Proseware employees still needed to maintain proseware.com e-mail addresses. To accomplish this, they created a second e-mail address policy that applied only to Proseware employees.

To selectively apply an address policy, you can choose from a number of standard recipient scope filters available when creating a new address policy:

• All Recipient Types This will apply to all recipient types and overrides any of the other options.

• Users With Exchange Mailboxes This will apply to users in the Exchange organization that have Exchange Server 2010, Exchange Server 2007, and Exchange Server 2003 mailboxes.

• Users With External E-Mail Addresses This applies to users who have 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.

• Resource Mailboxes This applies to Exchange resource mailboxes.

• Contacts With External E-Mail Addresses This applies to contacts with external e-mail addresses.

• Mail-Enabled Groups This applies to security groups or distribution groups that have been mail-enabled.

The second part of the E-mail Address Policy filter allows you to specify conditions for the filter in one of the following categories:

• Recipient Is In A State Or Province This will set the policy to include only recipients from specific states or provinces. The Address and Phone tabs in the recipient's properties contain this information.

• Recipient Is In A Department This will set the policy to include only recipients in specific departments. The Organization tab in the recipient's properties contains this information.

• Recipient Is In A Company This will set the policy to include only recipients in specific companies. The Organization tab in the recipient's properties contains this information.

• Custom Attribute Equals Value This will set the policy to include only recipients that have a specific value set for one of the 15 custom attributes. Select the check box that corresponds to that custom attribute.

After defining the filter criteria for the address policy, you must also define the e-mail address policy. The three e-mail address types are:

• Precanned SMTP e-mail address Precanned SMTP e-mail addresses are commonly used e-mail addresses. These include first initial and last name and first name and last name separated by a period.

• 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 listed in Table 1 to specify alternate values for the local part of the e-mail address.

• Non-SMTP e-mail address Exchange Server 2010 supports a number of non-SMTP address types. These addresses could be for third-party applications such as Exchange-integrated faxing software.