Email Address Policies

Introduction

In this article, we will learn how to create, modify, and delete email address policies in Microsoft Exchange Server 2019.

What is Email Address Policy

Email address policies define the rules for all the email addresses for the recipients on your Exchange Server. By default, the Exchange server has one email address policy that specifies the recipients’ alias to all the mail-enabled objects in Active Directory.

Create Email Address Policy in Exchange Server

There are two ways to create email address policies on an Exchange server by using the Exchange Admin Center and the Exchange Management Shell. We will see both of them.

Create email address policy by using EAC

1. Logon to EAC > mail flow > email address policies > and then click Add +.

How to Create Email Address Policy in Exchange Server

2. Enter the Policy name, click Add +.

How to Create Email Address Policy in Exchange Server

3. To add a new email address format, select the domain name from the drop-down and choose the email address format. For example, we chose JohnS@contoso.com as the first name and the last name initial of the employee. You can select any alias from the list of options, and then click Save.

How to Create Email Address Policy in Exchange Server

4. The email address format has been added. Click Save.

How to Create Email Address Policy in Exchange Server

5. The warning message will appear click OK.

6. Select the policy that you have created and then click Apply.

How to Create Email Address Policy in Exchange Server

7. You’ll receive a warning message click Yes.

8. The email address policy has been applied click Close to close the window.

9. Navigate to recipients > mailboxes and you will see the policy applied.

Create email address policy by using EMC

Open the Exchange Management Shell as an administrator, and run the following commands.

New-EmailAddressPolicy -Name “multitech hub” -IncludedRecipients “AllRecipients” -Priority “1” -EnabledEmailAddressTemplates “SMTP:%g.%s@multitechhub.com”

Run the following commands to verify that the changes has been applied.

Get-EmailAddressPolicy | Format-List Name,Priority,Enabled,RecipientFilterType,RecipientContainer,RecipientFilter,IncludedRecipients,Conditional*

Modify Email Address Policy in Exchange Server

There are two ways to modify email address policies on an Exchange server by using the Exchange Admin Center and the Exchange Management Shell. We will see both of them.

Modify Email Address Policy using EAC

Our current email address policy applies as firstname and lastname initiate of an employee, for example, bobs@multitechhub.com. We will change to lastname.firstname, then it will be as bob.smith@multitechhub.com.

1. Logon to EAC > mail flow > email address policies > and then click Edit.

How to Create Email Address Policy in Exchange Server

2. Select email address format and then click Edit.

How to Create Email Address Policy in Exchange Server

3. Select the email address format from the list of options, for example, lastname.firstname, and then click Save.

4. Select apply to and then specify the types of recipients this email address policy will apply to, for example. “All recipient types” and then click Save.

5. As you can see, the policy is not applied. Click “Apply” to apply the policy.

6. Warning message will pop-up click Yes.

Modify Email Address Policy using EMC

In this example, we will modify the existing email address policy named “multitechhub” by adding the state or province value MH (Maharashtra).

Open the Exchange Management Shell as an administrator, and run the following commands.

Set-EmailAddressPolicy -Identity “multitechhub” -ConditionalStateOrProvince @{Add=”MH”}

Verify that the changes have been applied by running the following commands.

Get-EmailAddressPolicy -identity “multitechhub”

Delete Email Address Policy in Exchange Server

There are two ways to delete email address policies on an Exchange server by using the Exchange Admin Center and the Exchange Management Shell. We will see both of them.

You can’t delete the default email address policy. It is highly recommended to use Exchange Management Shell if the policy affects more than 3,000 recipients.

Delete Email Address Policy using EAC

1. Logon to EAC > mail flow > email address policies > and select the email address policy that you want to delete and click “Delete“.

2. Click “Yes” to the warning message that appears.

3. After the update process is completed, click “Close” to close the window.

Delete Email Address Policy using EMC

Open the Exchange Management Shell as an administrator, and run the following commands.

Remove-EmailAddressPolicy -Identity “multitechhub”

Type “Y” and hit enter to confirm the deletion.

Run the following commands to verify that the changes have been applied.

Get-EmailAddressPolicy

Follow the steps in the post below to add an accepted domain to Exchange Server. 

https://easytechhub.com/how-to-add-accepted-domain-in-exchange-server/

Conclusion

Email address policies define the rules for all the email addresses for the recipients on your Exchange Server. In this blog post, we learned how to create, modify, and delete the email address policies in Exchange Server.

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By Feroz Khan

Feroz Khan works as a system administrator with more than 12 years of experience in information technology. He would like to share the knowledge with others that he has gained during his working experience.

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