Managing email address policies in Exchange Server 2019 involves creating, modifying, and applying policies that define the rules for generating email addresses for recipients within your Exchange organization. Here’s a step-by-step guide to managing these policies:
- Access the Exchange Admin Center (EAC): Sign in to the EAC to begin the process of managing your email address policies.
- Navigate to Mail Flow: Once logged in, go to the ‘Mail flow’ section and then to ‘Email address policies’.
- Create a New Policy: Click the ‘+’ icon to add a new email address policy. You’ll need to provide a unique name for the policy and configure the email address format. This includes setting up the primary SMTP email address and any additional proxy addresses.
- Specify Recipient Filters: Define which recipients the policy applies to by setting up recipient filters. This ensures that only the intended users receive the email addresses generated by the policy.
- Set the Priority: If you have multiple policies, you’ll need to specify the order in which they are applied. This is important if a recipient qualifies for more than one policy.
- Apply the Policy: After creating the policy, you must apply it to the recipients. This can be done immediately or scheduled for a later time.
- Modify Policies as Needed: Existing policies can be edited or removed as your organization’s needs change. This allows for flexibility and adaptability in managing recipient email addresses.
Custom SMTP email address templates:
If you don’t want to use default SMTP email address templates, you can specify a custom SMTP email address template as well. When creating a custom SMTP email address template, you can use the variables listed in the following table to specify values for the local part of the email address.
| Variable | Value |
|---|---|
| %d | Display Name |
| %g | Given Name (First Name) |
| %i | Middle initial |
| %m | Exchange Alias |
| %rxy | Replace all occurrences of X with Y |
| %rxx | Remove all occurrences of X |
| %s | Surname (last name) |
| %ng | The first n letters of the first name. For example, %2g uses the first two letters of the first name. |
| %ns | The first n letters of the last name. For example, %2s uses the first two letters of the last name. |
For detailed instructions and information on the settings available for each step, you can watch my YouTube video below.
Download the PowerShell cmdlets used on the video from here.