Exchange 2016: Address Lists

 

An address list is a collection or congregation of recipient and other Active Directory objects. Every address list may consist of one or more categories of objects (for instance, users, groups, contacts, public folders, and room and equipment resources).

 

  • You are allowed to use address lists to organize recipients and resources, making it simple and easier to explore and find the recipients and resources you wish.
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  • Address lists are updated dynamically. Hence, when new recipients are added to your company, they’re automatically appended to the appropriate address lists.

 
As displayed in the following figure, client applications, like Microsoft Outlook, display the available address lists which Exchange provides.
 

Global address list as shown in Microsoft Office Outlook 2007

Global address list
 

  • Address lists located in Active Directory. Hence, mobile users who are disconnected from the network are also disconnected from these server-side address lists.
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  • But, you can create offline address books (OABs) for users who are disconnected from the network. Then, these OABs can be downloaded to a user’s hard disk.
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  • Very often, to conserve resources, OABs are subsets of the information present in the actual address lists which is located on your servers.

 

Default address lists

  • When users wish to use their client application to search recipient information, they might choose from available address lists. Various address lists, like the global address list (GAL), are generated by default.

 
Exchange includes the following default address lists that are then automatically populated with new users, groups, contacts, or rooms as they’re appended to your organization:
 

  • All Contacts This address list includes all mail-enabled contacts present in your organization. Mail-enabled contacts are those recipients who have an external email address.
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  • In case you wish mail-enabled contact information to be made available to all users in your organization, you should include the contact in the GAL.
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  • All Distribution Lists This address list includes mail-enabled groups, like mail-enabled security groups, distribution groups and dynamic distribution groups present in your organization.
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  • Mail-enabled groups are lists of recipients which are created to expedite the mass sending of email messages and other related information. When an email message is transmitted to a mail-enabled group, all members of that list get a copy of the message.
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  • All Rooms This address list includes all resources which have been designated as a room present in your organization. Rooms are resources in your organization which can be scheduled by sending a meeting request from a client application. The user account which is related with a room is disabled.
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  • All Users This address list includes all mail-enabled users present in your enterprise. A mail-enabled user depicts a user outside your Exchange organization. Every mail-enabled user has an external email address.
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  • All messages transmitted to mail-enabled users are routed to this external email address. A mail-enabled user is very similar to a mail contact, except that a mail-enabled user contains Active Directory logon credentials and can access resources.
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  • Default Global Address List This address list includes all mail-enabled users, groups, contacts, or rooms in the company.
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  • During setup Exchange Server creates several default address lists. The most familiar address list is the GAL. Automatically, by default, the GAL includes all recipients in an Exchange organization.
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  • i.e., any mailbox-enabled or mail-enabled object in an Active Directory forest which has Exchange installed is listed in the GAL. For simplicity and ease of use, the GAL is organized by name, not by email address.
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  • Public Folders This address list includes all public folders in your company. Access permissions examine who can see and use the folders. Public folders are saved and stored on computers running Exchange.

 

Custom Address Lists

  • An Exchange organization may include thousands of recipients. In case you compile all your recipients in the default address lists, then those lists may become quite large.
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  • To prevent the same, you can create custom address lists to help users in your company to find what they are looking for more easily.
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  • For instance, consider a company which has two large categorized divisions and one Exchange organization. One division, named Fourth Coffee, imports and sells coffee beans.
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  • And the other division, Contoso, Ltd, that underwrites insurance policies. For the routine day-to-day activities, the employees at Fourth Coffee don’t communicate with the employees at Contoso, Ltd.
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  • Hence, to make it easier for employees to search recipients who are present only in their respective division, you can create two new custom address lists—one for Fourth Coffee and one for Contoso, Ltd.
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  • When finding for recipients in their division, these custom address lists permit employees to choose only the address list that’s particular to their division.
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  • But, if an employee is unsure regarding the division in which the recipient exists, the employee can find within the GAL that contains all recipients in both divisions.
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  • You may also create subcategories of address lists known as hierarchical address lists. For instance, you can create an address list that includes all recipients in Manchester and another that includes all recipients in Stuttgart.

 

Creating Address Lists: Best Practices

  • Though address lists are very useful tools for users, however unplanned address lists might cause unproductive outcomes.

 
To ensure that your address lists are practically applicable for users, consider the best practices listed below:
 

  • Avert creating several address lists which users won’t be sure which list to search for recipients.
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  • Address lists must make it easier for users to search addresses in the GAL.
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  • Name your address lists in a way that, when users see that list, then, they will be able to conclude instantly which recipient category are contained in the list.
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  • In case you have difficulty in naming your address lists, then create fewer lists and remind users that they may search anyone in your organization by using the GAL.

 

Kindly Note:
Automatically, by default in Exchange Online, the Address List role is generally not to assign to any role groups. To use any cmdlets which need the Address List role, you require adding the role to a role group. .

 

Kristin is a content strategist at Techarex Networks. Kristin follows the B2B technology space closely and loves to write on the latest changes in technology, futuretech and fixes for day to day how to issues. Besides writing Kristin also loves music, moves and skating.

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