Address lists help administrators organize and manage
Exchange recipients. You can use address lists to organize recipients
by department, business unit, location, type, and other criteria. The
default address lists that Exchange Server creates, as well as any new
address lists that you create, are available to the user community.
Users can navigate these address lists to find recipients to whom they
want to send messages.
Using Default Address Lists
During setup, Exchange Server creates a number of default address lists, including the following:
-
Default Global Address List
Lists all mail-enabled users, contacts, and groups in the organization. -
Default Offline Address Book
Provides an address list for viewing offline that contains information on all mail-enabled users, contacts, and groups in the organization. -
All Contacts
Lists all mail-enabled contacts in the organization. -
All Groups
Lists all mail-enabled groups in the organization. -
All Rooms
Lists all resource mailboxes for rooms. -
Public Folders
Lists all public folders in the organization. -
All Users
Lists all mail-enabled users in the organization.
The most commonly used address lists are the global address list and the offline address book.
In the Exchange Management Console, you access online address lists
and offline address books by expanding the Organization Configuration
node and then selecting the Mailbox node. As Figure 1
shows, the details pane then provides a group of tabs for managing
organizational-level settings for mailbox servers. You use the Address
Lists tab to manage online address lists and the Offline Address Book
tab to manage offline address books.
Creating and Applying New Address Lists
You can create
new address lists to accommodate your organization's special needs. For
example, if your organization has offices in Seattle, Portland, and San
Francisco, you might want to create separate address lists for each
office.
To create an address list that users can select in their Outlook mail clients, follow these steps:
-
In the Exchange Management Console, expand the Organization Configuration node and then select the related Mailbox node. -
Right-click the Mailbox node in the console tree, and then select New Address List. This starts the New Address List Wizard. -
Type an internal Exchange name and a display name for the address list, as shown in Figure 2. The display name should describe the types of recipients that are viewed through the list. For example, if you're creating a list for recipients in the Boston office, you can call the list Boston E-Mail Addresses. -
The container on which you base the address list sets the scope of
the list. The list will include recipients in address lists in and
below the specified container. The default (root) container, \,
specifies that all address lists are included by default. To specify a
different container for limiting the list scope, click Browse, and then
use the Select Address List dialog box to select a container. In most
cases, you'll want to select the default (root) container.
-
Click Next. Use the Include These Recipient Types options to specify
the types of recipients to include in the query. Select All Recipient
Types or select The Following Specific Types, and then select the types
of recipients. You can include mailbox users, mail-enabled contacts,
mail-enabled groups, mail-enabled users, and resource mailboxes. -
Click Next. On the Conditions page, you can now set the filter
conditions. The following types of conditions are available as well as
conditions for custom attributes:
-
Recipient Is In A State Or Province
Filters recipients to be included in the address list based on the
value of the State/Province field on the Address And Phone tab in the
related Properties dialog box. Click the related In The Specified State
Or Province(s) link. In the Specify State Or Province dialog box, type
a state or province to use as a filter condition and then press Enter
or click Add. Repeat as necessary, and then click OK. -
Recipient Is In A Department
Filters recipients to be included in the address list based on the
value of the Department field on the Organization tab in the related
Properties dialog box. Click the related In The Specified Department(s)
link. In the Specify Department dialog box, type a department to use as
a filter condition and then press Enter or click Add. Repeat as
necessary, and then click OK. -
Recipient Is In A Company
Filters recipients to be included in the address list based on the
value of the Company field on the Organization tab in the related
Properties dialog box. Click the related In The Specified Company(s)
link. In the Specify Company dialog box, type a company name to use as
a filter condition and then press Enter or click Add. Repeat as
necessary, and then click OK.
-
Click Next. If you want to create and apply the address list
immediately, select Immediately. To schedule the address list creation
and application, select At The Following Time, and then set the date
and time to create and apply the list.
Tip
Creating address lists can be resource intensive. If you want to
create the list later, select Do Not Apply. Later, when you are ready
to create the list, right-click the list in the Exchange Management
console, and then click Apply. Exchange will create the list for you eventually (as part of routine maintenance).
-
To specify the maximum length of time that the server can spend creating
and applying the address list, select the Cancel Tasks That Are Still
Running After (Hours) check box, and then set the maximum number of
hours the address list task can run.
Note
Canceling after a maximum number of hours is designed to ensure that
address list tasks that are blocked or not proceeding as expected are
canceled. Most address list tasks should be completed in two hours or
less, but the exact duration depends on the number of recipients
involved and the complexity of the filters.
-
Click Next, and then click New to create and schedule the address
list to be created. After the address list is created, users will be
able to use the new address list the next time they start Outlook.
Click Finish.
In the Exchange Management Shell, creating and applying address lists are two separate tasks. You can create address lists using the New-AddressList cmdlet. You apply address lists using the Update-AddressList cmdlet. Example 1 provides the syntax and usage for the New-AddressList cmdlet. Example 2 provides the syntax and usage for the Update-AddressList
cmdlet. For IncludedRecipients, you can include mailbox users,
mail-enabled contacts, mail-enabled groups, mail-enabled users, and
resource mailboxes.
Tip
Exchange Server 2010 does not support Recipient Update Service
(RUS). To replace the functionality of RUS, you can schedule the
Update-AddressList and Update-EmailAddressPolicy cmdlets to run
periodically using Task Scheduler. Alternatively, you can run the
cmdlets manually when you modify addresses.
Example 1. New-AddressList cmdlet syntax and usage
Syntax
New-AddressList -Name ListName [-Container BaseAddressList]
[-DisplayName DisplayName] [-IncludedRecipients
MailContacts, MailGroups, Resources, AllRecipients>]
[-ConditionalCompany CompanyNameFilter1, CompanyNameFilter2,... ]
[-ConditionalCustomAttributeX Value1, Value2, ...]
[-ConditionalDepartment DeptNameFilter1, DeptNameFilter2, ... ]
[-ConditionalStateOrProvince StateFilter1, StateFilter2, ... ]
[-DomainController FullyQualifiedName] [-Organization OrgName]
[-RecipientContainer ApplyFilterContainer]
New-AddressList -Name ListName [-Container BaseAddressList]
[-DisplayName DisplayName] [-DomainController FullyQualifiedName]
[-Organization OrgName] [-RecipientContainer ApplyFilterContainer]
[-RecipientFilter Filter]
Usage
New-AddressList -Name 'West Coast Sales' -Container '\'
-DisplayName 'West Coast Sales' -IncludedRecipients 'UserMail,
MailContacts, MailGroups, Resources'
-ConditionalCompany 'City Power & Light'
-ConditionalDepartment 'Sales','Marketing'
-ConditionalStateOrProvince 'Washington','Idaho','Oregon'
Example 2. Update-AddressList cmdlet syntax and usage
Syntax
Update-AddressList -identity ListIdentity
[-DomainController FullyQualifiedName]
Usage
Update-AddressList -Identity '\West Coast Sales'
Configuring Clients to Use Address Lists
Address books are available to clients that are configured for corporate or workgroup use. To set the address lists used by the client, complete these steps:
-
In Office Outlook 2007, from the Tools menu, select Address Book. -
In the Address Book dialog box, from the Tools menu, select Options, and then set the following options to configure how address lists are used:
-
Show This Address List First Sets the address book that the user sees first whenever he or she works with the address book. -
Keep Personal Addresses In Specifies the default address book for storing new addresses. -
When Sending Mail, Check Names Using These Address Lists In The Following Order
Sets the order in which Outlook searches address books when you send a
message or click Check Names. Use the up and down arrows to change the
list order.
-
Click OK.
Tip
When checking names, you'll usually want the global address list (GAL)
to be listed before the user's own contacts or other types of address
lists. This is important because users often put internal mailboxes in
their personal address lists. The danger of doing this without first
resolving names against the GAL is that although the display name might
be identical, the properties of a mailbox might change. When changes
occur, the entry in the user's address book is no longer valid and any
mail sent bounces back to the sender with a nondelivery report (NDR).
To correct this, the user should either remove that mailbox from his or
her personal address list and add it based on the current entry in the
GAL, or change the check names resolution order to use the GAL before
any personal lists.
Updating Address List Configuration and Membership Throughout the Domain
Exchange Server doesn't immediately replicate changes to address
lists throughout the domain. Instead, changes are replicated during the
normal replication cycle, which means that some servers might
temporarily have outdated address list information. Rather than waiting
for replication, you can manually update address list configuration,
availability, and membership throughout the domain. To do this, follow
these steps:
-
In the Exchange Management Console, expand the Organization
Configuration node by double-clicking it, and then select the related
Mailbox node. -
On the Address Lists tab, right-click the address list you want to update and then select Apply. -
If you want to update the address list immediately, select
Immediately. To schedule the address list creation and application,
select At The Following Time, and then set the date and time to create
and apply the list. -
To specify the maximum length of time that the server can spend
creating and applying the address list, select the Cancel Tasks That
Are Still Running After (Hours) check box and then set the maximum
number of hours the address list task can run. -
Click Next and then click Apply. Click Finish.
Example 2, shown earlier, illustrates how to update and apply address lists.
Although you can't change the properties of default address lists,
you can change the properties of address lists that you create. To do
this, complete the following steps:
-
In the Exchange Management Console, expand the Organization Configuration node and then select the related Mailbox node. -
On the Address Lists tab, right-click the address list you want to
edit and then select Edit. This starts the Edit Address List Wizard. -
Modify the name as necessary, and then click Next. Use the Include
These Recipient Types options to specify the types of recipients to
include in the query. Select All Recipient Types or select The
Following Specific Types, and then select the types of recipients. -
Click Next. On the Conditions page, you can manage the filter conditions. -
Click Next. If you want to modify the address list but apply the
changes as part of Exchange's regular housekeeping, select Do Not
Apply. To apply the address list changes now, select Immediately. To
schedule the address list creation and application, select At The
Following Time, and then set the date and time to create and apply the
list. -
To specify the maximum length of time that the server can spend
creating and applying the address list, select the Cancel Tasks That
Are Still Running After (Hours) check box and then set the maximum
number of hours the address list task can run. -
Click Next, and then click Edit to apply the changes. -
Click Finish.
In the Exchange Management Shell, you can modify an address list using the Set-AddressList cmdlet. Example 3 provides the syntax and usage. Address lists created for
Exchange Server 2003 are compatible with Exchange Server 2010. You can
upgrade address lists created for Exchange Server 2003 so that they
work with Exchange Server 2010 by using –ForceUpgrade $true and then
modifying any incompatible included recipients or recipient filters as
necessary. After you update an address list, you can make the changes
visible by using the Update-AddressList cmdlet, as shown previously in Example 2. You don't need to upgrade address lists created for Exchange Server 2007.
Example 3. Set-AddressList cmdlet syntax and usage
Syntax
Set-AddressList -Identity ListName
[-DisplayName DisplayName] [-IncludedRecipients
MailContacts, MailGroups, Resources, AllRecipients>]
[-ConditionalCompany CompanyNameFilter1, CompanyNameFilter2,... ]
[-ConditionalDepartment DeptNameFilter1, DeptNameFilter2, ... ]
[-ConditionalStateOrProvince StateFilter1, StateFilter2, ... ]
[-DomainController FullyQualifiedName] [-ForceUpgrade <$false|$true>]
[-RecipientContainer ApplyFilterContainer] [-RecipientFilter Filter]
Usage
Set-AddressList -Identity '\West Coast Sales' -Name 'Sales Team-West'
-IncludedRecipients 'UserMail, MailContacts, MailGroups'
-Company 'City Power & Light'
-Department 'Sales','Marketing'
-StateOrProvince 'Washington','Idaho','Oregon'
Usage
Set-AddressList -Identity '\West Coast Sales' -Name 'Sales Team-West'
-IncludedRecipients 'UserMail, MailContacts, MailGroups'
-ForceUpgrade $true
Renaming and Deleting Address Lists
Although the Exchange Management Console will let you rename and delete default address lists, you really shouldn't do this. Instead, you should rename or delete only user-defined address lists.
-
Renaming address lists
To rename an address list, in the Exchange Management Console,
right-click its entry and then select Edit. Type a new name in the Name
text box. Click Next four times. Click Edit, and then click Finish. -
Deleting address lists
To delete an address list, in the Exchange Management Console,
right-click its entry and then select Remove. When prompted to confirm
the action, click Yes.
In the Exchange Management Shell, you can remove address lists using the Remove-AddressList cmdlet. Example 4
provides the syntax and usage. If you also want to remove address lists
that reference the address list you are removing and match a portion of
it (child address lists), you can set the Recursive parameter to $true.
By default, the cmdlet does not remove child address lists of the
specified list.
Example 4. Remove-AddressList cmdlet syntax and usage
Syntax
Remove-AddressList -Identity ListIdentity
[-DomainController FullyQualifiedName] [-Recursive {$true | $false}]
Usage
Remove-AddressList -Identity '\West Coast Sales'
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