Exchange 2016 Recipients Manage Mail Contacts

 

In this tutorial we are going to learn how to use Exchange admin center (EAC) or the Exchange Management Shell for creating and altering mail contacts for people outside your enterprise.

 

Mail contacts are necessary contacts for people outside your Exchange or Exchange Online organization. Every mail contact consists of an external email address.

 

Things to know before you begin

  • Total estimated time to finish: 2 minutes.
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  • You require to be allotted permissions before you can conduct this procedure or procedures.

 

What do you wish to do?

  • Create a mail contact
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  • Use the EAC to create a mail contact
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  • In the EAC, traverse on Recipients > Contacts.
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  • Click on option New > Mail contact.

 

Finish the following boxes present on the New mail contact page:

 

  • First name Utilize this box to enter the contact’s first name.
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  • Initials This box is used to enter the contact’s initials.
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  • Last name This box is utilized to enter the contact’s last name.
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  • Display name This box is used to enter a display name for the contact. This is the name which is listed in the contacts list present in the EAC and present in your organization’s address book. By default, automatically this box is going to get populated with the names you enter in the First name, Initials, and Last name boxes. In case you didn’t use those boxes, you should still enter a name in this box as it is required. The name cannot exceed from 64 characters.
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  • Name This box is used to type a name for the contact. This is the name which is listed in the directory service. Similar to the display name, this box is going to be populated by default automatically with the names you type in the First name, Initials, and Last name boxes. In case you didn’t use these boxes, you should still enter a name in this box as it is needed. The name cannot be exceeded from 64 characters.
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  • Alias This box is used to enter a unique alias (less than 64 characters or 64 characters) for the contact. This box is needed.
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  • External email address This box is used to type the outside email account of the contact. This box is needed. Email being sent to this contact is forwarded to this email address.
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  • Organizational unit You are allowed to choose an organizational unit (OU) other than the default that is the recipient scope. In case the recipient scope is fix and set to the forest, then the default value is set to the Users container present in the domain which contains the computer on which the EAC is currently running. In case the recipient scope is fix and set to a particular domain, the Users container in that domain is chosen 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, click on Browse. The dialog box is going to displays all OUs present in the forest that are within the mentioned scope. Choose the OU you wish, and then click on OK.
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  •  When you’ve completed the above, click on Save.
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  • Use the Exchange Management Shell for creating a mail contact
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  • This given example creates a mail contact for Debra Garcia in Exchange Server 2016.
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  • New-MailContact -Name “Debra Garcia” -ExternalEmailAddress [email protected] -OrganizationalUnit Users
    This given example mail-enables the present contact named Karen Toh in Exchange Server 2016.

 

 

How do you come to know that this worked?

To examine that you’ve successfully created a mail contact, perform one among the following:

 

  • In the EAC, traverse to Recipients > Contacts. The new mail contact is shown in the contact list. Under Contact Type, the type is referred to Mail contact.
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  • In the Exchange Management Shell, run and execute the following command to display information regarding the new mail contact.

 

  • Get-MailContact| FL Name,RecipientTypeDetails,ExternalEmailAddress
    Alter mail contact properties

 

The EAC is used to change mail contact properties

 

  • In the EAC, traverse to Recipients > Contacts.
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  •  In the mentioned list of mail contacts and mail users, click on the mail contact that you wish to alter the properties for, and then click on Edit .

 

Over to the mail contact properties page, click one among the following sections to access or change properties.

 

  • General
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  • Contact Information
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  • Organization
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  • Email Options (not available in Exchange Online)
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  • MailTip

 

General

 

The General section is used to view or change fundamental information regarding the mail contact.

 

  • First name, Initials, Last name
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  • Name This is the name which is listed in Active Directory. In case you alter this name, it cannot be exceeded from 64 characters.
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  • Display name This name appears in your organization’s address book, on the To and From lines in email, and in the Mailbox list. This name can’t have empty spaces before or after the display name.
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  • Alias This represents to the mail contact’s alias. In case you change it, it should be unique in the organization and should be 64 characters or less.
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  • External email address This represents the mail contact’s primary SMTP address and their outside email account. Email transmitted to this contact is forwarded to this email address.

 

  • Click on to the More options to display the OU which includes the mail contact account. You require to use Active Directory Users and Computers to shift the contact to a different OU.

 

Contact Information

 

The Contact Information section is used to access or change the recipient’s contact information, like mailing address and telephone numbers. Such information is displayed in the address book.

 

Organization

 

Use the Organization section to store and record detailed information regarding the mail contact’s role in the company. This information is shown in the address book. Also, you are allowed to create a virtual organization chart that’s accessible from email clients such as Outlook.

 

  • Title Use this box to access or change the contact’s title.
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  • Department This box is used to access or alter the department in which the contact works. You might use this box to create recipient conditions for dynamic distribution groups and address lists.
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  • Company This box is used to view or change the organization for which the contact works. You might also use this box to create recipient conditions for dynamic distribution groups.
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  • Manager To append a manager, click on Browse. In Select Manager, choose a person, and then click on OK.
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  • Direct reports You can’t edit or amend this box. A direct report is a recipient who reports to a particular manager. In case you’ve specified a manager for the recipient, that recipient appears as a direct report in the details of the manager’s mailbox.

 

  • For instance, Toby manages Ann and Spencer, who are mail contacts, so Toby is mentioned in the Manager box in the organization properties for Ann and Spencer, and Ann and Spencer appear in the Direct reports box in the properties of Toby’s mailbox.

 

Email Options

 

The Email Options section is used to add or remove proxy addresses for the mail contact or edit present proxy addresses. The mail contact’s primary SMTP address is also shown in this section, however, you can’t change it. For changing it, you require to change the contact’s external email address in the General section.

 

MailTip

 

The MailTip section is used to add a MailTip to alert users of potential problems before they send a message to this recipient. A MailTip is text which is displayed in the InfoBar when this recipient is appended to the To, Cc, or Bcc lines of a new email message.

 

Kindly Note:

MailTips might include HTML tags, however, scripts aren’t permitted. The length of a custom MailTip cannot be exceeded from 175 displayed characters. HTML tags aren’t included and counted in the limit.

 

Use the Exchange Management Shell to alter mail contact properties

 

  • Properties for a mail contact are saved and stored in both Active Directory and Exchange. Usually, use the Get-Contact and Set-Contact cmdlets to access and change organization and include information properties. The Get-MailContact and Set-MailContact cmdlets is used to access or alter mail-related properties, such as email addresses, the MailTip, custom attributes, and whether the contact is hidden from address lists.
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  • Here are few examples of using the Exchange Management Shell to alter mail contact properties.
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  • This example setup and configures the Title, Department, Company, and Manager properties for the mail contact Kai Axford.
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  • Set-Contact “Kai Axford” _-Title Consultant -Department “Public Relations” -Company Fabrikam -Manager “Karen Toh”
    This example is fix to sets the CustomAttribute1 property to a value of PartTime for all mail contacts and shields them from the organization’s address book.
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  • Get-MailContact | Set-MailContact -CustomAttribute1 PartTime -HiddenFromAddressListsEnabled $true
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  • This example is fix and sets the CustomAttribute15 property to a value of TemporaryEmployee for all mail contacts in the Public Relations department.

 

  • Get-Contact -Filter “Department -eq ‘Public Relations'” | Set-MailContact -CustomAttribute15 TemporaryEmployee

 

How did you know that this worked?

To determine that you’ve successfully altered properties for a mail contact, perform the following:

 

  • In the EAC, choose the mail contact, and then click on Edit to access the property that you changed.
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  • In the Exchange Management Shell, use the Get-Contact and Get-MailContact cmdlets to examine and verify the changes. One benefit of using the Exchange Management Shell is that you may view multiple properties for multiple mail contacts.
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  • In the given example above where all mail contacts had the CustomAttribute1 property fix and set to PartTime and were hidden from the address book, execute the following command to examine the changes.

 

Get-MailContact

 

  • |FlName,CustomAttribute1,HiddenFromAddressListsEnabled
    In the example given above where the CustomAttribute15 was fix and set for all mail contacts in the Public Relations department, execute the following command to determine the changes.
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  • Get-Contact -Filter “Department -eq ‘Public Relations'” | Get-MailContact | FL Name,CustomAttribute15
    Bulk edit mail contacts

 

The EACis used to change chosen properties for multiple mail contacts. When you choose two or more mail contacts from the contacts list in the EAC, the properties which can be bulk edited are shown in the Details pane. When you alter one of these properties, the change is applied to all selected recipients.

 

When you bulk edit mail contacts, you may alter the following property areas:

 

  • Contact Information Change shared properties like : street, postal code, and city name.
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  • Organization Alter the shared properties like department name, company name, and the manager that the chosen mail contacts or mail users report to.

 

Use the EAC to bulk edit mail contacts

 

  • In the EAC, traverse to Recipients > Contacts.
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  •  In the given list of contacts, choose two or more mail contacts. You cannot bulk edit a combination of mail contacts and mail users.

 

Note :

You can select several adjacent mail contacts by holding down the Shift key and clicking the first mail contact, and then clicking on to the last mail contact you wish to edit. You can also choose multiple mail contacts by holding down the Ctrl key and clicking each one that you wish to edit.

 

  • In the Details pane, mentioned under the Bulk Edit, click on the Update under Contact Information or Organization.
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  • Make the alterations on the properties page and then save your changes.

 

How do you know this worked?

To determine that you’ve successfully bulk edited mail contacts, perform one among the following:

 

  • In the EAC, choose each of the mail contacts that you bulk edited, and now click on Edit to access the properties that you changed.
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  • In the Exchange Management Shell, use the Get-Contact cmdlet to determine the changes. For instance, say you used the bulk edit feature in the EAC to alter the manager and the office for all mail contacts from a vendor organization named A. Datum Corporation. To determine these changes, you can run the following command in the Exchange Management Shell.

 

  • Get-Contact -ResultSize unlimited -Filter {(Company -eq ‘Adatum’)} | fl Name,Office,Manager

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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