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How to Edit an E-Mail Address Policy

 

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

Topic Last Modified: 2007-01-02

This topic explains how to use Exchange Management Console or the Exchange Management Shell to edit an existing e-mail address policy. For more information about managing e-mail address policies, see Managing E-Mail Address Policies.

To perform the following procedure, 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, be aware that, before a Simple Mail Transfer Protocol (SMTP) address domain can be used in an e-mail address policy, you must configure an accepted domain. For more information about configuring accepted domains, see Managing Accepted Domains.

  1. Start the Exchange Management Console.

  2. In the console tree, expand Organization Configuration, and then click Hub Transport.

  3. In the result pane, click the E-Mail Address Policy tab, and then select the e-mail address policy that you want to edit.

  4. In the action pane, click Edit. The Edit E-Mail Address Policy wizard appears.

  5. On the Introduction page, edit the following fields:

    • Name   Type the display name of the e-mail address policy that you are editing. The name can contain as many as 64 characters but cannot include wildcard characters.

    • Users with Exchange mailboxes   Select this check box if you want your e-mail address policy to apply to users who have Microsoft Exchange Server 2007, Exchange Server 2003, and Exchange 2000 Server mailboxes. Users with 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 your e-mail address policy to apply to users who have 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 global address list (GAL) and added to distribution lists.

    • Resource mailboxes   Select this check box if you want your e-mail address policy to apply to Exchange resource mailboxes. Resource mailboxes let you administer company resources through a mailbox, such as a conference room or a company vehicle.

    • Contacts with external e-mail addresses   Select this check box if you want your e-mail address policy to apply to contacts with external e-mail addresses. Mail-enabled groups resemble distribution groups where messages sent to a mail-enabled group account will go to several recipients.

    • Mail-enabled groups   Select this check box if you want your e-mail address policy to apply to security groups or distribution groups that have been mail-enabled.

  6. Click Next.

  7. On the Conditions page, view or edit the following fields:

    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 e-mail address policy. Be aware that the filter and condition settings for e-mail address policies that have custom recipient filters can be managed only by using the Exchange Management Shell. To learn more about how to use the Exchange Management Shell to create a custom filter, see New-EmailAddressPolicy and Set-EmailAddressPolicy.

    Step 1: Select condition(s)   Use this section to set one or more conditions for your e-mail address policy. If you do not want to set any conditions for the policy, do not select any of the check boxes.

    noteNote:
    The Introduction page of this wizard allows you to specify the scope of recipients for this e-mail address policy. Selecting conditions will further restrict the membership of the policy 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 e-mail address policy 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 e-mail address policy 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 e-mail address policy to include only recipients in specific companies. This information is contained on the Organization tab in the recipient's properties.

      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 e-mail address policy, you will in effect be excluding all mail-enabled distribution groups.
    • 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 e-mail address policy 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.

    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 e-mail address policy. 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.

    Preview   Click this button to view the recipients that will be contained in the e-mail address policy, based on the conditions that you specified.

  8. On the E-Mail Addresses page, select the e-mail address type that you want to edit, and then click Edit. Depending on the type of address you select, the SMTP E-Mail Address or the Custom Address dialog box appears. For information about these dialog boxes, see New E-Mail Address Policy Wizard > E-Mail Addresses Page > SMTP E-Mail Address or New E-Mail Address Policy Wizard > E-Mail Addresses Page > Custom Address.

  9. Click Next.

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

    Apply the e-mail address policy   Select one of the following schedule settings to specify when the e-mail address policy should be applied:

    • Do not apply   Click this button to update the e-mail address policy without applying it to the intended recipients.

    • Immediately   Select this option to apply the e-mail address policy as soon as the e-mail address policy is edited.

    • At the following time   Select this option and use the corresponding drop-down lists to specify a time to apply the e-mail address policy.

    Cancel tasks that are still running after (hours)   Select this check box and use the corresponding text box to specify how long the e-mail address policy task will run. The default is 8 hours.

  11. Click Next.

  12. On the Edit E-Mail Address Policy page, review your configuration settings. Click Edit to apply your changes to the e-mail address policy. Click Back to make any configuration changes.

    noteNote:
    Although the process begins when you click Edit, you may have to wait several hours for the process to complete and the e-mail address policy to be applied.
  13. On the Completion page, confirm whether the e-mail address policy was updated successfully. 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 configuration changes.

  14. Click Finish to complete the Edit E-Mail Address Policy wizard.

  • Run the following command:

    Set-EmailAddressPolicy -Identity <EmailAddressPolicyIDParameter> | Update-EmailAddressPolicy 
    

    For example, to edit the South East Offices e-mail address policy that currently includes recipients in Georgia, Alabama, and Louisiana to also include recipients in Texas, run the following command:

    Set-EmailAddressPolicy -Identity "South East Offices" -ConditionalStateorProvince "Georgia","Alabama","Louisiana","Texas" | Update-EmailAddressPolicy
    
    noteNote:
    Although the e-mail address policy is already applied to recipients in Georgia, Alabama, and Louisiana, you must include them in the parameter because the parameter overwrites values; it does not append values to existing ones.

For detailed syntax and parameter information, see the Set-EmailAddressPolicy reference topic.

For information about accepted domains, see the following topics:

For more information about managing e-mail address policies, see the following topics:

 
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