Using Recipient Policies

Exchange Server 2003 contains two type of recipient policies. The first type of recipient policy deals with mail-enabled objects and how email addresses are created based on naming conventions defined in the policy. The second addresses management of end-user mailboxes and the limitation that can be applied to user mailboxes based on policy membership.

Recipient policies can be created to define how naming conventions will be applied to mail-enabled objects in Exchange. By creating a recipient policy, administrators can define how usernames of specific email address types will be viewed in Exchange when an object is mail-enabled.

Different from email-based policies, mailbox recipient policies deal with setting mailbox restrictions such as size limits and age limits; they are configured in the same location as email-based policies. Defining mailbox recipient policies can allow administrators to control and manage the total amount of data retained in the Exchange information store.

NOTE

For more information on mailbox recipient policies, see section "Using the Mailbox Manager Utility," later in this chapter.

When a policy is created, each type of recipient policy can be assigned to specific users and mail-enabled objects within Active Directory by defining policy membership during the creation of the policy.

For example, an SMTP mail recipient policy can be created to ensure that all users who belong to the Users Organizational Unit will be enabled with an SMTP email address using the following naming convention:

Username = Jill Summer

SMTP address = CompanyABC.com

SMTP email address = [e-mail]

Implementing Email Address Recipient Policies

When Exchange Server 2003 is installed, a default recipient policy is created to assign an SMTP address and X.400 address to be used for all mail-enabled Active Directory objects.

This recipient policy defines how all mail-enabled Active Directory objects will be assigned email addresses in Exchange. It is based on the Active Directory domain name where the Exchange server is installed.

When creating additional email-based recipient policies, administrators can define several attributes for each policy created. Beginning with policy membership, administrators can assign a recipient policy to a specified group of users only. Additional address types also can be assigned to specific groups of users.

Along with the default email address, other email types are preconfigured and available to be added as recipient policy email addresses. Additional email types are most often defined when creating coexistence between Exchange Server 2003 and other messaging systems. Exchange Server 2003 supports X.400, SMTP, Lotus Notes, Microsoft Mail, cc:Mail, and Novell GroupWise addressing, by default. Custom addresses can be defined for a message type that is not built into Exchange Server 2003.

Defining Recipient Policy Naming Standards

By default, email-based recipients use the default [e-mail] naming standard. Administrators can define string values to change the default rules that determine how user naming conventions will be implemented. These are naming attributes or values that determine the way a user's name will be defined and displayedfor example, first name.last name or the first initial and then last name. Using the value strings listed here, administrators can modify the default recipient policy or create a new policy to customize the name convention based on specific organizational needs.

Use the following values to modify recipient email addresses and naming conventions:

%g = Given name (first name).

%s = Surname (last name).

%i = Middle name.

%d = Display name.

%m = Exchange alias name.

%r = Replace character x with the character y in the usernamefor example, in %rxy , if the character x = y , the character will be deleted in the user's name.

Naming conventions can also be defined by the total number of characters in the name, as well as additional characters such as periods between names .

For example, by placing a number in front of the naming value, administrators can define how many characters will be displayed for that name type. Notice the period between the naming values; this adds a period between the first initial and the last name.

Example:

 [e-mail] = [e-mail] 

Defining Recipient Policy Membership Using Search Filters

Each recipient policy can be applied to Exchange mail-enabled objects by using filters to define policy memberships. As with defining other memberships, policy memberships are defined using the same Active Directory Search tool. The Active Directory Search tool allows membership to be defined in the following areas:

• Users with Exchange Mailboxes

• Users with External Mail Addresses

• Mail-Enabled Groups

• Contacts with External Email Addresses

• Mail Enabled Public Folders

• Query-Based Distribution Groups

Implementing Mailbox Recipient Policies

To create a recipient policy, you need to define the criteria based on the previous information used in this example:

1. Policy will be applied to Users with Exchange Mailboxes.

2. Domain name CompanyABC.com will be added as a primary SMTP address.

3. String values will be added to create a first initial and last name standard.

To begin creating the new recipient policy, open the Exchange Server System Manager and follow these steps.

1. Select the recipient container and then Recipient Policies.

2. Select the Action menu and choose New, Recipient Policy.

3. In the New Policy dialog box, check the Email Address options and click OK to continue.

4. On the Properties tab of the new recipient policy, enter the name for the new policy.

5. To define policy membership, select the Modify button under Filter Rules.

6. Ensure that the Users with Exchange Mailboxes is the only option selected and click OK.

7. When you select OK, the message shown in Figure 18.4 appears.

   Figure 18.4. Exchange System Manager Proxy Address dialog box.

   

   This dialog box reminds administrators that changes must be applied before they become effective. Click OK to continue.

8. Now that the membership has been defined, select the Email Addresses (Policy) tab to define the email address and naming convention.

9. The default domain name and X.400 address appear in the Address Types dialog box. In this scenario, an additional SMTP address will be defined and added to the policy. Select New to begin adding the CompanyABC.com SMTP address.

10. Select the SMTP Address option, and click OK to continue.

11. On the SMTP Address Properties page, enter n the naming values and SMTP domain name defined earlier in the section (see Figure 18.5). Select Apply, OK to continue.

    Figure 18.5. SMTP Address Properties page.

    

12. On the Email Address Properties page, the new address appears. To set the new address as the primary SMTP address, check the box next to the new address and select Set As Primary. The option sets the new address in bold and creates the address as the primary SMTP address for all policy members .

13. Select OK to continue. You are prompted to update all corresponding email addresses for the members of the new policy. Select Yes to apply the changes.

Editing and Changing Existing Recipient Policies

Each recipient policy can be modified simply by changing the listed values that already have been defined. When a policy is created in Exchange Server 2003, all attributes and addresses can be modified as long as the account has permissions to manage and change Exchange Server 2003 objects.

To modify existing policies or event default policy, the administrator can simply perform the following steps:

1. Open the policy to be modified for the recipient policy container by selecting the policy. Click the Action menu and select Properties.

2. Modify the desired values and properties of the policy.

3. Select OK from the Policy properties page. A dialog box is displayed. Click OK to apply the changes to all policy members.

WARNING

Clicking OK to apply the changes causes all receipt members to receive the policy change. Review the changes and make sure that no undesired modifications will be applied. Incorrect settings can disable email functionality for users who do not need the policy change.