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Create an Address List

Applies to: Exchange Server 2010

Topic Last Modified: 2011-03-19

Address lists are a collection of recipient and other Active Directory objects. Each address list can contain one or more types of objects (for example, users, contacts, groups, public folders, conferencing, and other resources). Address lists also provide a mechanism to partition mail-enabled objects in Active Directory for the benefit of specific groups of users.

Looking for other management tasks related to address lists? Check out Managing Address Lists.

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "Address lists" entry in the Mailbox Permissions topic.

  1. In the console tree, navigate to Organization Configuration > Mailbox.
  2. In the action pane, click New Address List.
  3. On the Introduction page, complete the following fields:
    • Name   Use this box to type the name for the new address list. The name can contain as many as 64 characters, including wildcard characters, but can't contain the backslash character (\).
    • Display Name   Use this box to type the for the new address list. This is the name that's displayed to users when they view the address list from a client such as Outlook. Although this field is automatically populated with the same name you type in the Name box, you can modify it.
    • Container   Click Browse to select the path to the container for the address list. To add the address list as a child to an existing address list, click the existing address list you want, and then click OK. To create a new parent address list, click All Address Lists, and then click OK.
  4. On the Filter Settings page, complete the following fields:
    • Select the recipient container where you want to apply the filter   The recipient container defines the organizational unit (OU) filter for an address list. Click Browse to open the Select Organizational Unit dialog box. Use this dialog box to specify the OU from which to select the recipients..
    • Select the recipient types you want to include. You can select All recipient types or The following specific types. If you select The following specific types, you can select one or more of the following recipient types:
      Users with Exchange mailboxes   Select this check box if you want the address list to apply to users that have Exchange mailboxes. Users that have 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 the address list to apply to users that have external e-mail addresses. Users that have external e-mail accounts have user domain accounts in Active Directory, 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 that have external e-mail addresses. Contacts that have external e-mail accounts don't 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.
      Bb125036.note(en-us,EXCHG.140).gifNote:
      If your address list contains distribution groups that aren't universal, these distribution groups aren't displayed when you preview the address list in the EMC. To make sure that all distribution groups are displayed when you click the Preview button (as described in Step 5), you must convert the non-universal distribution groups to universal distribution groups. For more information about converting a distribution group to a universal distribution group, see the example in Set-Group.
  5. On the Conditions page, complete the following fields:
    Step 1: Select conditions   Use this section to select one or more conditions for your address list. If you don't want to set any conditions for the list, don't select any of the check boxes.
    • Recipient is in a State or Province   Select this check box if you want the address list to include only 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.
    Bb125036.note(en-us,EXCHG.140).gifNote:
    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 conditions by selecting 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 the 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.
    Bb125036.important(en-us,EXCHG.140).gifImportant:
    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 address list, based on the conditions that you specified.
  6. On the Schedule page, complete the following fields:
    Apply the address list   Select one of the following options to specify when the address list should be applied:
    • Do not apply   Click this button to create the address list without applying it to recipients. To apply this address list to the selected recipients, use the Update-AddressList cmdlet or the Apply Address List wizard. For more information, see Apply an Address List.
    • Immediately   Click this button to apply the address list as soon as it is created.
    • At the following time   Click this button and use the corresponding lists to specify a time to apply the new address list.
    Cancel tasks that are still running after (hours)   Select this check box and use the corresponding text box to specify how long the new address list task will run. The default is 8 hours.
  7. On the New Address List page, review your configuration settings. Click New to create the address list. Click Back to make configuration changes.
  8. On the Completion page, review the following, and then click Finish to close the wizard:
    • A status of Completed indicates that the wizard completed the task successfully.
    • A status of Failed indicates that the task wasn't completed. If the task fails, review the summary for an explanation, and then click Back to make any configuration changes.
  9. Click Finish to close the wizard.

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "Address lists" entry in the Mailbox Permissions topic.

This example creates the address list MyAddressList by using the RecipientFilter parameter and includes recipients that are mailbox users and have StateOrProvince set to Washington or Oregon:

New-AddressList -Name MyAddressList -RecipientFilter {((RecipientType -eq 'UserMailbox') -and ((StateOrProvince -eq 'Washington') -or (StateOrProvince -eq 'Oregon')))}

This example creates the child address list Building 34 Meeting Rooms in the All Rooms parent container, using built-in conditions.

New-AddressList -Name "Building 34 Meeting Rooms" -Container "\All Rooms" -IncludedRecipients Resources -ConditionalCustomAttribute1 "Building 34"

After you create an address list in the Shell, you must apply it. Use the Update-AddressList cmdlet or the Apply Address List wizard to apply the address list. For more information, see Apply an Address List.

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