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4 Click Finish to close the summary.
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Managing Exchange Server Address Lists
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Exchange Server creates a Global Address List (GAL) in which all mail-enabled users and groups are listed. You can also create additional address lists, and manage the existing GAL. This section of the chapter explores a handful of address list management tasks.
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Adding External Addresses to the GAL
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All mail-enabled users and groups those who have a mailbox and have been assigned an address are placed in the GAL. If you want to add others, such as those outside the organi zation, to the GAL, you must make them mail-enabled contacts. (Mail-enabled contacts are the equivalent of Custom Recipients in Exchange Server 5.5.)
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Part 7: Using Outlook with Exchange Server
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Microsoft Office Outlook 2003 Inside Out To create a mail-enabled contact, follow these steps:
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1 In the Active Directory Users And Computers console, right-click the container to
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which the contact should be added (usually the Users container), and then choose New, Contact.
2 Enter the contact name information and click Next. 3 On the wizard page shown in Figure 36-26, click Modify to add an e-mail address
associated with the contact.
Figure 36-26. If you add an Exchange Server e-mail address for a contact exter nal to the organization, that contact appears in the GAL.
4 Select the address type, which is usually SMTP unless other Exchange Server connec
tors are installed, and specify the address. Click OK.
5 Click Next and then click Finish to create the mail-enabled contact. After a few
moments, the new mail-enabled contact appears in the GAL.
Restricting Access to the GAL
If you re an administrator, you can set access to the GAL. You might want to do this if you provide specific address lists for groups of users and want to restrict them from seeing users in the entire organization. To restrict access to the GAL, follow these steps:
1 Open Exchange System Manager and navigate to Recipients, All Global Address Lists. 2 Right-click Default Global Address List and choose Properties. 3 Click the Security tab. The security settings for the various users and groups are listed
on this tab.
36
4 By default, the Authenticated Users group has List Contents permission. Click to
remove this permission, thus removing access to the GAL for all users except those for whom access is explicitly granted. 908
Part 7: Using Outlook with Exchange Server
Supporting Outlook Under Exchange Server
Creating and Security Custom Address Lists
You can create additional address lists on an Exchange Server to organize mail-enabled users into various categories. For example, if you have several large departments in your company, you might create individual address lists for them. Or, perhaps you want to create multiple alphabetical lists based on recipients last names. Whatever the case, it s easy to create other address lists and apply security settings to control who can use them. To create a new address list, follow these steps:
1 Open Exchange System Manager and expand the Recipients container. 2 Right-click All Address Lists and choose New, Address List. 3 Enter a name for the address list in the Create Exchange Address List dialog box (see
Figure 36-27).
Figure 36-27.
Enter a name for the address list.
4 Click Filter Rules to open the Find Exchange Recipients dialog box shown in Figure 36-28.
Figure 36-28. Use the Find Exchange Recipients dialog box to specify a filter for the address list.
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Part 7: Using Outlook with Exchange Server
Microsoft Office Outlook 2003 Inside Out
5 On the General tab, choose the options that determine which Exchange objects will be
included in the address list.
6 Click the Storage tab, shown in Figure 36-29, and select the location where the mailboxes to be included in the address list reside.
Figure 36-29.
Choose which mailbox stores will be included in the address list.
7 Click the Advanced tab (see Figure 36-30), click Field, and choose a field that you want
to use as a search condition for the address list. For example, choose Contact, Depart ment if you are building an address list for a particular department.
Figure 36-30.
Choose the conditions that will define the address list.
8 In the Condition drop-down list, choose a condition, such as Starts With or Is
(Exactly), that specifies the logic for the condition.
9 Click in the Value field and type the text for the condition, such as the department
name.
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10 Click Add, then repeat steps 7 through 9 to add other conditions as needed. When you
have specified all the necessary conditions for the address list, click OK.
11 Click Finish to create the address list.
Part 7: Using Outlook with Exchange Server
Supporting Outlook Under Exchange Server
12 Right-click the address list you just created and choose Properties, then click Preview
to open the Address List Preview dialog box to test the address list. Close the dialog box and the properties for the address list when you re satisfied with the results. If a custom address list that you have created contains addresses to which only some of your users should have access, you can configure permissions on the address lists to control the ability to view them. Right-click the address list and choose Properties, then click the Secu rity tab. Add and remove permissions as necessary, granting Read permission (which also grants other permissions automatically) to those groups who need access. Remove permis sions to deny access to other groups as needed.
Creating Distribution Lists
You create distribution lists in Exchange 2000 Server and Exchange Server 2003 by assigning e-mail addresses to security groups or by creating special groups called distribution groups that aren t used for security purposes. The easiest way to establish e-mail distribution to a group of users is to assign an e-mail address to a security group. It s preferable to assign the e-mail address to a universal group because the address will then be effective across the entire organization; global and local groups, in contrast, are limited in scope. It is possible, however, to assign addresses to global and local groups, and this might even be advantageous if you have only one domain or if you want to limit the scope of the distribution list. Note There are some significant replication issues to consider if you are using universal groups and are not using Windows Server 2003 in native mode. Take replication into account when you are deciding whether to use universal groups. See Microsoft Exchange Server 2003 Administrator s Companion (Microsoft Press, 2003) for more details. To create a distribution list by assigning an e-mail address to a security group, follow these steps:
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