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ents Only one Exchange server can be selected here, so it s either all or one as far as address lists are concerned Mailboxes in this mailbox store If you have several mailbox stores configured on your Exchange servers, you can select a specific mailbox store to populate your address list with recipients All mailbox stores on all servers within your organization are displayed, but only one store can be selected for populating your list
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Figure 73 Specifying the type of recipients for the new address list
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We ll leave the Storage tab at its default setting (I ve previously created several more mailbox-enabled Marketing users on the second Exchange server Box15 and want to be able to include these recipients in my Marketing Department address list) The Advanced tab is where the fun begins Because we want to include only users who belong to the marketing department in our address list, we need to specify this condition here If you open a user s Properties Sheet for a moment, you ll see that a user s department attribution is specified on the Organization tab, so it goes without saying that the Department field on the Organization tab must contain the word marketing for every marketing employee if we are to successfully create our address list filter This is another reason it is always good to insert the various information fields on users Properties Sheets soon after you create those users Select the Field control on the Advanced tab to display a drop-down menu of recipient object types Select User and then Department from this menu This inserts with the word department into the textbox below the Field control
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Figure 74 Specifying the source of address list recipients
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Change the Condition field to Is (Exactly) and type Marketing (no quotes) into the Value field beside it We haven t created our filter criteria yet click Add to add our condition to the filter criteria list shown in (Figure 75)
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If you make a mistake in creating a filter criterion on the Advanced tab, double-click on the criterion and edit it, and then add it again to the list You can add as many criteria as you like on the Advanced tab, but it s best to keep things simple
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Figure 75 Creating filter criteria
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If you like, click Find Now to display the recipients that your filter will select Make changes to your filter, if necessary, and click OK when you re done to return to the Create Exchange Address List box Then click Finish to create your new address list, which will show up in the Details (right) pane of System Manager when the All Address Lists node is selected in the console tree To test your new address list, open Microsoft Outlook on a client machine configured to connect to your Exchange server (see the previous chapter) and click the Address Book icon on the toolbar The new Marketing Department address list should be displayed when you click the Show Names listbox (see Figure 68) When you select this list only, marketing users should be displayed in the address book
Updating Address Lists Across an Enterprise or Domain
If you have a number of Exchange servers in a large domain or a forest of several domains, changes to an address list may not be updated immediately across the organization This means users who connect to certain Exchange servers for their mail may not immediately see the changes in the version of the address list used by their local server There are two ways you can deal with this: wait for the update process to occur naturally or force it manually Updating of Exchange address lists across a domain or organization is handled by the Recipient Update Service (see the Backgrounder) To update address list information manually across a domain, select the Recipient Update Services node under the Recipients container in System Manager and right-click on the instance of the Recipient Update Service for the desired domain and select Update Now (Figure 76) A background process starts the update process To update address list information across the entire enterprise, rightclick on Recipient Update Service (Enterprise Configuration) and select Update Now
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