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How to Edit an Address List

 

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

Topic Last Modified: 2009-06-17

This topic explains how to use the Exchange Management Console or the Exchange Management Shell to edit the settings for an existing address list.

To perform the following procedures, 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 Microsoft Exchange Server 2007, see Permission Considerations.

Also, before you perform the procedures in this topic, be aware of the following:

  • You cannot use the Exchange Management Console to edit global address lists (GALs). You can only edit GALs by using the Set-GlobalAddressList cmdlet in the Exchange Management Shell.

  • You cannot use the Exchange Management Console to move the address list from its container. You must use the Move-AddressList cmdlet in the Exchange Management Shell. For more information, see How to Move an Address List.

  • You cannot use the Exchange Management Console to edit the conditions or recipient types of the following default address lists: All Contacts, All Groups, All Rooms, All Users, and Public Folders. You must use the Exchange Management Shell to edit these default address lists.

    noteNote:
    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 address list. Keep in mind that the filter and condition settings for address lists that have custom recipient filters can be managed only by using the Exchange Management Shell.

  1. In the console tree, expand Organization Configuration, and then click Mailbox.

  2. In the result pane, on the Address List tab, click the address list that you want to edit.

  3. In the action pane, click Edit. The Edit Address List wizard appears.

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

    Name   Use this box to view the existing display name, or to type a new display name for the address list. The name can contain as many as 64 characters including wildcard characters, but not the backslash (\) character.

    noteNote:
    To change the display names of the address books for Microsoft Outlook clients and Microsoft Office Outlook Web Access clients, you must use the Set-Address List cmdlet from the Exchange Management Shell. For example, run the following command:
    Set-AddressList -Identity "current address book name which you want to change the display name" -Name "new address book display name" -DisplayName "new address book display name"
    

    Container   This read-only box displays the path to the container for the address list. You set this path when you run the New Address List wizard.

    Include these recipient types   Select the types of recipients for the address list. You can select None, All recipient types, or the following specific types:

    • Users with Exchange mailboxes   Select this check box if you want the address list to apply to users with Microsoft Exchange Server 2007 mailboxes. Users with Exchange 2007 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 the address list 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 GAL and added to distribution lists.

    • Resource mailboxes   Select this check box if you want the address list to apply to Exchange resource mailboxes. Resource 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 the address list 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 the address list 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, complete the following fields:

    Step 1: Select condition(s)   Use this section to edit or set conditions for your address list. If you do not want to set any conditions for the list, do not select any of the check boxes. The Introduction page of this wizard allows you to specify the scope of recipients for this address list. Selecting conditions will further restrict the membership of the address list 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 address list 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 address list 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 address list to include only recipients in specific companies. This information is contained on the Organization tab in the recipient's properties.

    • 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 address list 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.

    noteNote:
    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 address list, you will in effect be excluding all mail-enabled distribution groups.

    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 address list. 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 then click OK.

    importantImportant:
    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.
  7. Click Next.

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

    Apply the address list   Select one of the following options to specify when the address list changes are applied:

    • Do not apply   Click this button if you do not want to apply the changes.

    • Immediately   Click this button to apply the changes immediately.

    • At the following time   Click this button and use the corresponding drop-down lists to specify a time to apply the changes.

    Cancel tasks that are still running after (hours)   Select this check box and use the corresponding text box to specify the length of time that the task is permitted run. The default is 8 hours.

  9. Click Next.

  10. On the Edit Address List page, review your configuration settings. Click Edit to apply your changes to the address list. Click Back to make configuration changes.

  11. On the Completion page, confirm whether the address list was successfully edited. 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 changes.

  12. Click Finish to complete the Edit Address List wizard.

  • Run the following command to edit an address list by using the conditional parameters:

    Set-AddressList -Identity <MultiValuedProperty> -ConditionalCompany <MultiValuedProperty> -ConditionalStateorProvince <MultiValuedProperty>
    

    For example, to edit an address list to include recipients that work in the branch office of the company Contoso California, run the following command:

    Set-AddressList -Identity "Contoso California Branch" -ConditionalCompany Contoso -ConditionalStateorProvince California 
    

  • Run the following command to update the edited address list with the new changes:

    Update-AddressList -Identity <AddressListIdParameter> 
    

    For example, to update the address list Washington State, run the following command:

    Update-AddressList -Identity "Washington State"
    

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

For more information about address lists, see the following topics:

 
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