Exchange 2016 Recipients Manage dynamic distribution groups

 

In this tutorial we are going to learn about dynamic distribution groups, its creation and how to manage them.

 

  • Dynamic distribution groups are mail-enabled Active Directory group objects which are created to accelerate the mass sending of email messages and other information present within a Microsoft Exchange organization.
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  • Unlike routine regular distribution groups which contain a defined set of members, the membership list for dynamic distribution groups is get calculated every time a message is being sent to the group, depending upon the filters and conditions which you define.
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  • When an email message is transmitted over to a dynamic distribution group, it got delivered to all recipients present in the organization which match the criteria defined for that group.

 

Note:

A dynamic distribution group consists of any recipient in Active Directory with attribute values which match its filter.In case a recipient’s properties are edited and modified to match the filter, the recipient would inadvertently turn out to be a group member and start receiving messages which are sent to the group. Well-defined, consistent account provisioning processes is going to reduce the chances of such issue occurring.

 

What you need to know before you start?

  •  Appropriate estimated time to complete: 2 to 5 minutes.
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  •  You need to be allotted permissions before you conduct this procedure or procedures.

 

What do you wish to perform?

  • Building a dynamic distribution group
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  • Use the EAC to create a dynamic distribution group
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  • In the EAC, navigate to surf on Recipients > Groups > New > Dynamic distribution group.

 

Over the New dynamic distribution group page, finish the following boxes:

 

  •  Display name Use this given box for typing the display name. This name presents in the shared address book, on the To: line when email is transmitted over to this group, and in the Groups list in the EAC. The display name is needed and should be user-friendly such that people recognize what it is. It also should be unique in the forest.

 

Please Note:

Group naming policy is not applicable to dynamic distribution groups.

 

  • Alias Use such box to enter the name of the alias for the group. The alias should not exceed 64 characters and should be unique in the forest. When a user enters the alias in the To: line of an email message, it solves to the group’s display name.
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  •  Description Use this box to explain the group such that the people know what the purpose of the group is. This illustration appears in the shared address book.
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  • Organizational unit You might select an organizational unit (OU) other than the allotted default (which is the recipient scope).
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  • In case the recipient scope is been set to the forest, the default value is fix and set to the Users container in the Active Directory domain which contains the computer on which the EAC executing. In case the recipient scope is fix and set to a particular domain, the Users container present in that domain is selected by default. In case the recipient scope is fix and set to a specific OU that OU is chosen by default.
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  • To choose a different OU, select Browse. The dialog box shows all OUs in the forest which are within the specified scope. Choose the OU you need, and then click OK.
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  • Owner An owner for a dynamic distribution group is discretionary optional. You might add owners by clicking Browse and then choosing users from the list.

 

Use the Members section to mention the categories of recipients for the group and set up defined rules that will find out the membership. Choose one of the following boxes:

 

  •  All recipient types Choose this option for sending messages that attains the criteria defined for this group to all recipient types.

 

Only the following recipient types Messages that achieves the criteria defined for this group will be transmits to one or more of the following recipient categories:

 

  •  Users with Exchange mailboxes Choose this check box in case you wish to include users which have Exchange mailboxes. Users that have Exchange mailboxes are those which have a user domain account and a mailbox in the Exchange organization.
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  • Users with external email addresses Choose this check box in case you wish to include users which have external email addresses. Users which have external email accounts have user domain accounts in Active Directory, however, use email accounts which are external to the organization. This enables them to be included in the global address list (GAL) and appended to distribution lists.
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  • Resource mailboxes Choose this check box in case you wish to include Exchange resource mailboxes. Resource mailboxes permit you to administer enterprise resources via a mailbox, like a conference room or a company vehicle.
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  •  Contacts with external email addresses Choose this check box in case you wish to include contacts which have external email addresses. Contacts which have external email addresses don’t have user domain accounts in Active Directory, however the external email address is available in the GAL.
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  • Mail-enabled groups Choose this check box in case you want to include security groups or distribution groups which are mail-enabled. Mail-enabled groups are similar to distribution groups. Email messages which are sent to a mail-enabled group account going to be delivered to multiple recipients.
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  • Select and click on Add a rule for defining the criteria for membership in this group.
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  • Choose one among the following recipient attributes from the drop-down list and provide a value. In case the value for the choosen attribute matches that value you define, the recipient gets a message sent to this group.

 

Attribute/Fields

Message Sent to a recipient if…

Recipient container The recipient object resides in the mentioned domain or OU.
State or province The mentioned value matches the recipient’s State or province property.
Company The mentioned value matches the recipient’s Company property.
Department The mentioned value matches the recipient’s Department property.
Custom attributeN (where N is a number from 1 to 15) The mentioned value matches the recipient’s CustomAttributeN property.

 

Important Note:

The values which you enter for the selected attribute should exactly match those which appear in the recipient’s properties. For instance, in case you enter Washington for State or province, however, the value for the recipient’s property is WA, the condition cannot be achieved. Also, text-based values which you specify aren’t case-sensitive. For instance, if you mention Contoso for the Company attribute, messages is going to transmit to a recipient if this value is contoso.

 

  • At the Specify words or phrases window, enter the value in the text box. For selecting it, click on Add and then click on OK.
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  •  To append another rule to define the criteria for membership, click on Add a rule under the previous rule guideline that you created.

 

Important:

In case you add several rules to define membership, a recipient should meet the criteria of each rule to receive a message sent to the group. In other words, every rule is connected with the Boolean operator AND.

 

  • When you’ve completed above procedure, click on Save to create the dynamic distribution group.

 

Please Note:

In case you want to mention rules for attributes other than the ones available in the EAC, you should use the Exchange Management Shell to build a dynamic distribution group. Note that the filter and condition settings for dynamic distribution groups which have custom recipient filters might be managed only via using the Exchange Management Shell. For instance of how to create a dynamic distribution group with a custom query, refer the next section on utilizing the Exchange Management Shell to create and build a dynamic distribution group.

 

  • Use the Exchange Management Shell for creation of a dynamic distribution group

 
This example creates or builds the dynamic distribution group “Mailbox Users DDG” which contains only mailbox users.
 

  • New-DynamicDistributionGroup -IncludedRecipients MailboxUsers -Name “Mailbox Users DDG” -OrganizationalUnit Users

 
This example builds a dynamic distribution group with a custom recipient filter. The dynamic distribution group includes all mailbox users on a server called Server1.
 

  • New-DynamicDistributionGroup -Name “Mailbox Users on Server1” -OrganizationalUnit Users -RecipientFilter {((RecipientTypeDetails -eq ‘UserMailbox’ -and ServerName -eq ‘Server1’))}

 
This example builds a dynamic distribution group along with a custom recipient filter. The dynamic distribution group includes all mailbox users which have a value of “FullTimeEmployee” in the CustomAttribute10 property.
 

  • New-DynamicDistributionGroup -Name “Full Time Employees” -RecipientFilter {(RecipientTypeDetails -eq ‘UserMailbox’) -and (CustomAttribute10 -eq ‘FullTimeEmployee’)}

 

How do you come to know this worked successfully?

To validate and verify that you’ve successfully created or generated a dynamic distribution group, perform one among the following:

 

  • In the EAC, navigate and surf on Recipients > Groups. The new dynamic distribution group is shown in the group list. Under Group Type, the type is Dynamic distribution group.
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  • Over the Exchange Management Shell, run the following command for displaying information regarding the new dynamic distribution group.
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  • Get-DynamicDistributionGroup | FL Name,RecipientTypeDetails,RecipientFilter,PrimarySmtpAddress
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  • Alter the dynamic distribution group properties
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  • Use the EAC to alter dynamic distribution group properties
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  •  In the EAC, navigate to surf on Recipients > Groups.
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  • In the list of groups, select to click on the dynamic distribution group which you want to view or change, and then click on Edit.
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  • On the group’s properties page, select to click on one of the following sections to view or alter properties.
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  • General
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  • Ownership
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  • Membership
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  • Delivery management
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  • Message approval
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  • Email options
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  • MailTip
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  • Group delegation

 

General

 
Use this given section to view or change basic information regarding the group.
 

  • Display name This name appears on the address book, on the To: line when email is sent over to this group, and in the Groups list. The display name is needed and must be user-friendly so people identify and recognize what it is. This also has to be unique in your domain.
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  • Alias This is the section of the email address which appears to the left of the at (@) symbol. In case you change the alias, the primary SMTP address for the group will also get altered, and contain the new alias. Also, the email address along with the previous alias is going to be kept as a proxy address for the group.
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  • Description Use this box to demonstrate the group so that people know what the purpose of the group is. This illustration appears in the address book and in the descriptive Details pane in the EAC.
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  • Hide this group from address lists Choose this check box in case you don’t want users to access this group in the address book. For sending email to this group, a sender has to enter the group’s alias or email address on the To: or Cc: lines.
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  • Organizational unit This read-only box shows the organizational unit (OU) which contains the dynamic distribution group. You are accepted to use Active Directory Users and Computers to shift the group to a different OU.

 

Ownership:

 
Use this section to allot a group owner. A dynamic distribution group might have only one owner. The group owner present on the Managed by tab of the object in Active Directory Users and Computers.
 

  • You might add owners by clicking over the Browse and choosing the owner from the list. To eradicate or remove the owner, click on the Clear and then click on Save. .

 

Membership:

 
Use this section to alter the criteria used to find out the membership of the group. You might delete or change existing membership rules and add new guidelines and rules. For procedures that describes how to do this, refer step 3 in the procedures for configuring membership when you use the EAC to build a new dynamic distribution group.
 

Delivery management:

 
Use this section to manage and control who can send email to this group.
 

  • Only senders inside my organization Choose this option to permit only senders in your organization to transmit messages to the group. This implies that if someone outside your organization shoots an email message to this group, it is refused and rejected. This is the default setting.
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  • Senders inside and outside of my organization Choose this option to permit anyone to send messages to the group.
    You can further restrict who can send messages to the group by permitting only particular senders to send messages to this group. Select on Add and then choose one or more recipients. In case you add senders to this list, they are the only ones who might send mail to the group. Mail sent by anyone who is not in the list will be rejected.
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  • To delete a person or a group from the list, choose them from the list and then click on Remove .

 

Important Note:

In case you’ve configured the group to permit only senders inside your organization to transmit messages to the group, email sent from a mail contact is rejected, irrespective of, they’re added to this list.

 

Message approval:

 
This section is used to set options for moderating the group. Moderators acknowledge and approve or reject messages sent to the group before they reach the group members.
 

  • Messages sent to this group have to be approved by a moderator This check box isn’t selected automatically by default. If you choose this check box, incoming messages are analyzed and reviewed by the group moderators before delivery. Group moderators can acknowledge, approve or reject incoming messages.
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  •  Group moderators To add group moderators, click over the Add . To remove or delete a moderator, choose the moderator, and then click on the Remove . In case you’ve selected “Messages sent to this group have to be acknowledged and approved by a moderator” and you don’t select a moderator, messages to the group are transmitted to the group owners for approval.
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  •  Senders who don’t need message approval To add people or groups which can bypass moderation for this group, click on Add . To delete or remove a person or a group, select the item, and then click over Remove .
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  •  Select moderation notifications Use this section to fix and set how users are notified regarding message approval.
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  • Notify all senders when their messages aren’t approved This is the default setting. Intimate and notify all senders, inside and outside your organization, when their message isn’t approved.
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  • Notify senders in your organization only in case, their messages aren’t approved When you choose this option, only people or groups in your enterprise are notified when a message that they transmit to the group isn’t approved by a moderator.
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  • Don’t notify anyone when a message isn’t approved When you select this option, notifications aren’t sent to message senders whose messages aren’t approved by the group moderators.

 

Email options:

 
Use this section to access or change the email addresses related with the group. This consists of the group’s primary SMTP addresses and any related proxy addresses. The primary SMTP address (also called the reply address) is depicted in bold text in the address list, with the uppercase SMTP value in the Type column.
 
Add Click Add for adding a new email address for this mailbox. Choose one of following address categories:
 

  •  SMTP This is the default address type. Click over this button and then enter the new SMTP address over the * Email address box.
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Please Note:

To create the new address the primary SMTP address for the group, choose the Make this the reply address check box.

 

  • Custom address type Click this button and type one of the supported non-SMTP email address types in the * Email address box.

 

Please Note:

With the exception of X.400 addresses, Exchange doesn’t authenticate custom addresses for proper formatting. You should ensure that the custom address you mention complies with the format requisition for that address type.

 

  • Edit To alter an email address related with the group, choose it from the list, and then go on Edit .

 

Please Note:

To create an existing address the primary SMTP address for the group, choose the Make this the reply address check box.

 

  • Remove To truncate and delete an email address related with the group, choose it from the list, and then click on Remove.
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  • Automatically update email addresses depending on the email address policy applicable to this recipient Choose this check box to have the recipient’s email addresses by default, automatically updated depending on changes made to email address policies in your enterprise. By default this box is selected.

 

MailTip:

 
Use this portion to append a MailTip to alert users of potential problems before they send a message to this group. A MailTip is text which is displayed in the InfoBar when this group is appended to the To, Cc, or Bcc lines of a new email message. For instance, you should add a MailTip to huge groups to warn potential senders that their message is going to be sent to lots of people.
 

Please Note:

MailTips might include HTML tags, however, scripts aren’t permitted. The total length of a custom MailTip is not allowed to exceed 175 displayed characters. HTML tags aren’t counted in the limit.

 

Group delegation:

 
This section is used to allot permissions to a user (known as delegate) to permit them to send messages as the group or transmit messages on behalf of the group.
 

You can allot the following permissions:

 

  •  Send As This permission permits the delegate to transmits messages as the group. After this permission is allocated, the delegate has the choice to add the group to theFrom line to depict that the message was transmitted by the group.
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  • Send on Behalf Of This permission also permits a delegate to send messages on behalf of the group. After this permission is alloted, the delegate has the choice to add the group on the From line. The message is going to appear to be sent via the group and will displays that it was sent by the delegate on the behalf of the group.
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  • To allotted permissions to delegates, click on Add under the authorize permission to display the Select Recipient page, that displays a list of all recipients in your Exchange organization which can be allocated the permission. Choose the recipients you wish, add them to the list, and then select OK.
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  • You are also allowed to search for a particular recipient by entering the recipient’s name in the search box and then selecting Search.

 

Use the Exchange Management Shell to change dynamic distribution group properties

  • Utilize the Get-DynamicDistributionGroup and Set-DynamicDistributionGroup cmdlets to access and alter properties for dynamic distribution groups. Benefits of using the Exchange Management Shell are the capability to alter the properties which aren’t present in the EAC and alter properties for multiple groups.

 
Here are few examples of using the Exchange Management Shell to alter dynamic distribution group properties.
 
The mentioned example alters the following parameters present for all dynamic distribution groups in the company:
 

  • From the address book, hide all dynamic distribution groups
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  • Fix and set the maximum message size limit that can be sent to the group to 5MB
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  • Activate and enable moderation
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  • Allot the administrator as the group moderator
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  • Get-DynamicDistributionGroup -ResultSize unlimited | Set-DynamicDistributionGroup -HiddenFromAddressListsEnabled $true -MaxReceiveSize 5MB -ModerationEnabled $true -ModeratedBy administrator

 
This example appends the proxy SMTP email address, [email protected], to the All Employees group.
 

 
How you are going to know this worked?To examine that you’ve successfully altered properties for a dynamic distribution group, perform the following:
 

  •  In the EAC, choose the group and then click on Edit to access the property or feature which you altered. Depending on the property which you changed, it may be displayed in the Details pane for the selected group.
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  • Over the Exchange Management Shell, use the Get-DynamicDistributionGroup cmdlet to examine and verify the changes. One benefit of using the Exchange Management Shell is that you may access multiple properties for multiple groups. In the first example, you might run the following command to verify the new values.
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  • Get-DynamicDistributionGroup -ResultSize unlimited | fl Name,HiddenFromAddressListsEnabled,MaxReceiveSize,ModerationEnabled,ModeratedBy
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For the example shown above where the message restrictions were altered, execute this command.
 

  • Get-Mailbox -OrganizationalUnit “Marketing” | fl Name,IssueWarningQuota,ProhibitSendQuota,ProhibitSendReceiveQuota,UseDatabaseQuotaD

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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