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Exchange Server 2007 : Work with Address Lists

11/20/2010 11:08:17 AM
As a user, when you work with your client application (for example, Outlook or Outlook Web Access) and you attempt to send an email or select the Address Book icon, you are shown address lists that have been created by default. These include the following:
  • Default Global Address List— Shows all mail-enabled users, contacts, groups, and resource mailboxes in your organization. Almost anything that has an email address in your organization is automatically added to the Global Address List (GAL).

  • All Contacts— For mail-enabled contacts. You can hide these from the address lists if you like by going into the properties of the contact and on the General tab, selecting the option to Hide from Exchange Address Lists.

  • All Groups— For mail-enabled groups (for example, distribution groups).

  • All Rooms— For those resource mailboxes that relate to rooms that can be scheduled or reserved.

  • All Users— Shows your mail-enabled users without all the extras you usually see in your GAL.

  • Public Folders— Shows all the Public Folders in the organization.

As an administrator, you view your address list information through the Organization Configuration/Mailbox node under the Address Lists tab. From here, you can perform a variety of address list maintenance, editing, adding, and removing.

Create an Address List

You have the ability to structure your mail-enabled objects into customized address lists based upon specific attributes that can be populated dynamically. To create an address list, perform the following:

1.
Open the EMC.

2.
From the Navigation Tree, expand the Organization Configuration work center.

3.
Select Mailbox and note the Address Lists tab.

4.
From the Actions pane, select New Address List to begin the wizard.

5.
On the Introduction screen, begin by providing a Name. Then you can choose a Container for your list. The \ indicates that it is a root list. If you select the Browse button, you can nest the list within another list.

6.
For recipient types you can choose None, All Recipient Types, or the following specific types:

  • Users with Exchange mailboxes

  • Users with external e-mail addresses

  • Resource mailboxes

  • Contacts with external e-mail addresses

  • Mail-enabled groups

7.
Make your selections and choose Next.

8.
You are taken to the Conditions screen where, in Step 1, you can choose specific conditions (based upon state, province, department, or company) or custom attributes. Then, in Step 2, you can define those options.

9.
You can select the Preview button to view a list of all those recipients who will be a part of your list based upon the criteria you’ve already established. Click Next when you are ready.

10.
You now have the Schedule screen, where you specify when the address list should be applied and the maximum length of time it should run. The default setting is Immediately, but you can set a scheduled time. You can also select the checkbox Cancel Tasks That Are Still Running After (Hours) and specify a number of hours. Then click Next.

11.
You are shown in the Configuration Summary that the list is both created and applied. When you are satisfied with the settings, click New.

12.
When complete, click Finish.

Note

If you begin to have difficulties with your address lists failing and you receive messages that say, “An Exchange 2007 server on which an address list service is active cannot be found,” you might need to recheck your System Attendant to ensure it is started from within your Services console.


Apply Address Lists

An address list is usually “applied” when the filter rule has been edited, unless you make a request for the list to be applied manually. The idea of applying the list is that the membership is updated to include new recipients and remove those that are no longer in harmony with the criteria.

To apply an address list, perform the following steps:

1.
Open the EMC.

2.
From the Navigation Tree, expand the Organization Configuration work center.

3.
Select Mailbox, and then click the Address Lists tab.

4.
From the Actions pane, select Apply to begin the Apply Address List Wizard.

5.
On the Introduction screen, you specify when the address list should be applied and the maximum length of time it should run. The default setting is Immediately, but you can set a scheduled time. You can also select the checkbox Cancel Tasks That Are Still Running After (Hours) and specify a number of hours. Then, click Next.

6.
The Apply Address List screen provides you a Configuration Summary you can review, and then click Apply.

7.
When complete, select Finish.

Edit Address Lists

To edit an address list after it has been created, perform the following steps:

1.
Open the EMC.

2.
From the Navigation Tree, expand the Organization Configuration work center.

3.
Select Mailbox, and then select the Address Lists tab.

4.
Select the address list you want to edit, and then click Edit from the Actions pane.

5.
The screens are somewhat reminiscent of the creation screens for an address list, although certain items (such as the container) are not changeable. Make changes to the recipient types on the Introduction screen and click Next.

6.
Adjust Conditions and Custom Attributes and click Next.

7.
Review and adjust the schedule for the application of the list. Then click Next.

8.
Review the Configuration Summary and click Edit.

9.
When complete, click Finish.

Preview Members of an Address List

You can always review the members of an address list by editing the list and on the Conditions screen clicking the Preview button to see which objects are part of the list.

Another approach is through the EMS. For example, if you want to find the same list, you first need to retrieve some information from the Address List called the Distinguished Name. To do this for a list called Research in an organization called PrimaTech, you type the following:

Get-AddressList -Identity "Research" | fl DistinguishedName

You can see in Figure 1 that the response provided is quite long. You will need that response when typing in the Get-Recipient cmdlet using the Distinguished Name as the filter. To retrieve the list, you type:

Get-Recipient -Filter {AddressListMembership -eq 'CN=Research,CN=All Address Lists,
CN=Address Lists Container,CN=PrimaTech,CN=MicrosoftExchange,
CN=Services,CN=Configuration,DC=primatech,DC=com'}



Figure 1. Previewing address list members in the EMS.


Multiple Global Address Lists

Ordinarily, the GAL, which houses all your email-enabled objects, is sufficient for your organization. Whether it is a small organization or a large one, rarely do you require more than one GAL. No matter how many you create, your users can see only one.

Possible reasons for creating additional GALs include the following:

  • You have a single Exchange server organization hosting multiple companies within and users need to see only the GAL for the company for which they work.

  • You have a large company that has multiple branch offices and you want to ensure users see only a subset of the organization based upon location.

Creating the additional GALs is done through the EMS. Creating them isn’t difficult; the important part is to follow up with assigned permissions so that users will see the GAL you’ve created as opposed to the default GAL.

Create a Global Address List

To create additional GALs, perform the following steps:

1.
Open the EMS.

2.
Type New-GlobalAddressList -Name "Name of GAL".

We have created a new GAL with the name we’ve chosen. This won’t provide us any recipient or conditional filter properties for that GAL. So, let’s say you specifically want to create a GAL called CompanyTwo and you want all mailbox users that have their Company condition set to CompanyTwo. To do this, type:

New-GlobalAddressList -Name "CompanyTwo" -ConditionalCompany "CompanyTwo" -IncludedRecipients "MailboxUsers"

Keep in mind that you can establish other conditions or include recipients using different parameters that you can research with the New-GlobalAddressList cmdlet. This is an example of creating a second GAL.

However, you might notice that the GAL does not update as quickly as you would like.

Update the Global Address Lists More Rapidly

If you want to speed up the process of the GAL updating its recipients, type the following:

Update-GlobalAddressList "Name of List"

Or, if you want all of your GALs to update (not that you would have too many of them), type the following:

Get-GlobalAddressList | Update-GlobalAddressList

Configuring Clients to Use One GAL or Another

Having your name be a part of a specially created GAL is one thing. If you meet the criteria, you are included in the list. However, for clients to see one GAL over another, some changes have to be made. By default, all clients choose the default GAL. To change this, we need to open the ADSI Edit tool. To do this, go to the Start button, click Administrative Tools, and then click ADSI Edit.

Imagine we have a secondary GAL called CompanyTwo. To ensure access to one GAL over another, we use permissions. You might want to create two security groups: one for the default GAL and the other for the C2 GAL that you can organize objects into each group.

From within ADSI Edit, if you enter the Configuration and navigate to Services, Microsoft Exchange, the Organization Name, Address Lists Container, All Global Address Lists, you can see in Figure 2 that in this case we have two GALs.

Figure 2. Using ADSI Edit to determine GAL permissions.


To configure access, you can right-click the GAL and go into the Properties. Select the Security tab. If you select Authenticated Users, you will see they have the Read and Open address list permissions. Clear these items for authenticated users and add the users or group to your permission settings with the Read and Open address list permissions.

Perform the same task for the default GAL. Clear all authenticated users, just assign the security group with the users you wish to have access.

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