How to Modify Recipient Settings in Exchange System Manager

This article describes how to modify recipient settings in Exchange System Manager. The following most common administrative tasks are discussed:

• Adding e-mail addresses to a recipient policy
• Creating an offline address list

Adding E-Mail Addresses to a Recipient Policy

Proxy addresses identify recipients to the gateways and connectors that connect Exchange with other messaging systems, such as Lotus cc:Mail and Novell GroupWise. These e-mail addresses define the valid formats that are used for addressing inbound e-mail messages to the Exchange system. Recipient policies automatically generate e-mail addresses for the recipients that are associated with a particular policy.

You can add a new e-mail address to an existing recipient policy. You can also create multiple e-mail addresses of the same address type. This is helpful for organizations that have multiple divisions, that have branch offices in different regions or countries, or that use different e-mail systems.

To add an e-mail address to a recipient policy:

1. Click Start, point to Programs, point to Microsoft Exchange, and then click System Manager.
2. Expand the Recipients branch in the left pane, click Recipient Policies, right-click the Default Policy object or another object associated with a different recipient policy in the right pane, and then click Properties.
   
   NOTE: To expand a branch, double-click the branch or click the plus sign (+) to the left of the branch.
3. Click the E-Mail Addresses tab.
4. Click New, select the address type that you want, and then click OK.
5. Type the appropriate information for the address type you selected, and then click OK. If you selected the SMTP address type, and you want the Exchange organization to be responsible for delivering all e-mail messages to this address, verify that the This Exchange Organization is responsible for all mail delivery to this address check box is selected before you click OK.
6. To maintain information about the recipient policy that you are modifying, click the Details tab, and then under Administrative note, type some information about the e-mail address that you added.
7. Click the E-Mail Addresses tab, and then click to select the check box next to the e-mail address that you added. If the e-mail address that you added is the same type of address as an existing e-mail address, and you want the new address to be the primary address, select the new address, and then click Set as Primary. Note that the primary address is the address that appears in the From field when a mailbox-enabled user sends a message.
8. Click OK. When you do so, you may be asked if you want to update all the corresponding recipient e-mail addresses to match the changes that you made. If you click Yes, the changes made to the recipient policy are applied to the recipients associated with the policy. If you set the new e-mail address as the primary address, the other e-mail addresses of that type are demoted to secondary addresses.

Creating an Offline Address List

An offline address list is a set of address lists contained in files that are created and stored on an offline address list server. Users working offline can connect to an Exchange 2000 Server computer and download offline address lists remotely to obtain information about other users in the organization.

When you create an offline address list, the specified address lists are converted to a single data file and stored in a public folder. When users download the offline address list, this data file is used as the source of information.

To create an offline address list:

1. Click Start, point to Programs, point to Microsoft Exchange, and then click System Manager.
2. Expand the Recipients branch in the left pane, right-click Offline Address Lists, point to New, and then click Offline Address List.
   
   NOTE: To expand a branch, double-click the branch or click the plus sign (+) to the left of the branch.
3. In the Offline address list name box, type a name for the offline address list.
4. Click Browse, select the Exchange 2000 Server computer that you want to use for creating and storing the offline address list, click OK, and then click Next.
5. Specify the address lists to include in the offline address list, and then click Next. To add an address list, click Add, select the address list to include, click Add, and then click OK.
6. If a message is displayed that indicates that the offline address list will not be available immediately, click Next.
7. Verify that the information displayed is correct, and then click Finish.