Exchange 2016 Recipients Manage Mail Users

 

In this tutorial we are going to learn how to create mail users and how to alter mail user properties.

 

Mail users are very similar to mail contacts. Both are equipped with the external email addresses and both include the information regarding the people outside your Exchange organization which can be displayed in the shared address book and other address lists. But, unlike a mail contact, a mail user has login credentials in your Exchange organization and allowed to access resources.

 

Prerequisite knowledge before you begins?

  • Estimated completion time : 2 minutes.
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  • You need to be allotted with the permissions before you can perform this procedure or procedures. To access what permissions you need, refer the “Recipient Provisioning Permissions” option available in the Recipients Permissions topic.

 

What do you wish to perform?

  • For Creating a mail user
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  • The EAC is generally used for creating a mail user.
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  • Going on the EAC, traverse to Recipients > Contacts > New > Mail user.
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  •  On the New mail user page, present in the * Alias box, enter the alias for the mail user. The alias cannot be exceeded from 64 characters and should be unique in the forest. This is needed.
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  • Perform one among the following to mention the email address type for the mail user:
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  •  To mention an SMTP email address for the mail user’s external email address, click on SMTP.

 

Please Note:

Exchange validates and verifies the SMTP addresses for correct formatting. In case your entry is inconsistent with the SMTP format, an error message is going to be displayed when you click on Save to create the mail user.

 

  •  To mention a custom address type, click on the option button and then enter on the custom address type. For instance, you can mention an X.500, GroupWise, or Lotus Notes address.
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  •  In the * External email address box, enter the mail user’s external email address. Email transmitted to this mail user is forwarded to this email address. This is needed.

 

Choose one of the following options:

  • Existing user Choose to mail-enable an existing user.
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  • Click over the Browse and then open the Select User – Entire Forest dialog box. This dialog box shows a list of user accounts in the organization which are not mail-enabled or don’t have mailboxes. Choose the user account you wish to mail-enable, and then click on OK. In case you select this option, you are not required to have to provide user account information as this information already exists in Active Directory.
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  • New user Choose to create a new user account in Active Directory and mail-enable the user. In case you choose this option, you’ll have to offer the required user account information.
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  •  In case you choose New User in Step 5, finish the following information on the New mail user page. else skip to Step 7.
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  • First name enters the first name of the mail user.
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  •  Initials enter the initials of the mail user.
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  • Last name enter the last name of the mail user.
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  • Display name this box is used to type a display name for the user. This is the name which is listed in the contacts list in the EAC and in your organization’s address book. By default, automatically this box is populated with the names you enter in the First name, Initials, andLast name boxes. In case you didn’t use those boxes, you should still type a name in this box as it’s required. The name cannot be exceeded from 64 characters.
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  •  Name This box is used to type a name for the mail user. This is the name which is listed in the directory service. Also, this box is 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 type a name as this is required. This name cannot exceed from 64 characters.
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  • Organizational unit You can choose an organizational unit (OU) other than the default (that is the recipient scope). In case the recipient scope is set to the forest, then the default value is fix and set to the Users container in the domain which contains the computer on which the EAC is running. In case the recipient scope is set to a mentioned domain, the Users container in that domain is choosen by default. In case the recipient scope is fix and set to a specific OU, that OU is choosen by default.
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  • To choose a different OU, click on Browse. The dialog box displays all OUs in the forest which are within the specified scope. Choose the OU you wish, and then click on OK.
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  •  User logon name Type the name which the mail user is going to use to login to the domain. The user logon name includes of a user name present on the left side of the at (@) symbol and a suffix on the right side. Generally, the suffix is the domain name the user account resides in.

 

Please Note:

This box is labeled as User ID In Exchange Online.

 

  • New Password Enter the password that the mail user should use to login to the domain.

 

Kindly Note:

Ensure that the password you give complies with the password length, complexity, and current history requirements of the domain you’re creating the user account in.

 

  • Confirm password This box is used to confirm the password which you typed in the Password box.
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  • Require password alterations on next logon Choose this check box in case you wish mail users to reset the password when they first log in to the domain.
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  • In case you choose this check box, at first logon, the new mail user is going to be prompted with a dialog box in which to change the password. The mail user is not allowed to perform any tasks til the password is altered successfully.
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  • When you’ve complete, click over the Save to create the mail user.
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  • To create a mail user use the Exchange Management Shell

 

This given example will create a mail-enabled user account for Jeffrey Zeng in Exchange Server 2016 with the following mentioned details:

 

  • The name and display name is Jeffrey Zeng.
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  • The given alias is jeffreyz.
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  • The given external email address is [email protected]
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  • The given first name is Jeffrey and the last name is Zeng.
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  • The logon name is [email protected]
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  • The mentioned password is Pa$$word1.
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  • The mail user is going to be created in the default OU. To mention a different OU, you may use the OrganizationalUnit parameter.
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  • New-MailUser -Name “Jeffrey Zeng” -Alias jeffreyz -ExternalEmailAddress [email protected] -FirstName Jeffrey -LastName Zeng -UserPrincipalName [email protected] -Password (ConvertTo-SecureString -String ‘Pa$$word1’ -AsPlainText -Force)

 

How you are going to know this worked?

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

 

  •  In the EAC, traverse to Recipients > Contacts. The new mail user is shown in the list of contacts. Under Contact Type, the mentioned type isMail user.
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  • In the Exchange Management Shell, execute the following command to show information about the new mail user.

 

Get-MailUser

 

  • | FL Name,RecipientTypeDetails,ExternalEmailAddress
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  • Alter mail user properties
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  • After you create a mail user, you may make alterations and set the required additional properties by using the EAC or the Exchange Management Shell.
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  • You may also alter properties for multiple user mailboxes at the same time.
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  • The assumed time to finish this task will vary depending on the number of properties you wish to view or change.

 

The EAC is used to alter user mailbox properties

 

  • In the EAC, traverse to Recipients > Contacts.
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  • In the list of contacts, click on the mail user which you want to alter the properties for, and then click on Edit .
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  • On the mail user properties page, click on

 

One of 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 Addresses
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  • Mail Flow Settings
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  • Member Of
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  • MailTip

 

General

 

Use the General section to access or change the fundamental basic information about the mail user.

 

  • Initials, First name, Last name
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  • Name This is the name which is listed in Active Directory. In case you change this name, it cannot be exceeded from 64 characters.
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  • Display name This name exists and appears in your companies address book, on the To: and From: lines in email, and over the list of contacts in the EAC. This referred name might not include empty spaces before or after the display name.
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  • User logon name This is the name that the user uses to log on to the domain.
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  • Hide from address lists Select this check box to restrain the mail user from appearing in the address book and other related address lists that are declared and defined in respective Exchange organization. After you select this check box, users may still send messages to the recipient by using the email address.
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  • Require password alteration on next logon Choose this given check box in case you wish the user to reset their password the next time they may log in to the domain.
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Click on the More options to view or alter these additional properties:

 

  • Organizational unit This read-only box shows the organizational unit (OU) that includes the mail user account. You might have to use Active Directory Users and Computers to shift the account to a different OU.
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  • Custom attributes This mentioned section displays the custom attributes declared and defined for the mail user. To mention custom attribute values, click over the Edit . You can mention up to 15 custom attributes for the recipient.

 

Contact Information

 

Use this Contact Information section to access or amend the user’s contact information. The information present on this page is displayed in the address book. Click on the More options to display additional boxes.

 

Note :

You are allowed to use the State/Province box to develop and create recipient conditions for dynamic distribution groups, email address policies, or existing address lists.

 

Organization

 

The Organization section is mainly utilized to record detailed information regarding the user’s role in the organization. This information is shown in the address book. Also, you are allowed to create a virtual organization chart which is accessible from email clients like Outlook

 

  • Title This box is generally used to view or change the recipient’s title.
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  • Department Use this box to access or change the department in which the user works. You are permitted to use this box to create recipient conditions for dynamic distribution groups, existing email address policies, or address lists.
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  • Company This box is mainly used to view or change the organization for which the user works. You are permitted to use this box to create recipient conditions for dynamic distribution groups, existing mail address policies, or address lists.
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  • Manager To add a manager, click on to the Browse. In Select Manager, choose a person, and then click on the OK button.
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  • Direct reports You are not allowed to modify this box. A direct report is a user who reports to a particular manager. If you’ve mentioned a manager for the user, that user presents as a direct report in the details of the manager’s mailbox.
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  • For instance, Kari manages Chris and Kate, so Kari is mentioned in the Manager box for Chris and Kate, and Chris and Kate appear in the Direct reports box in the mentioned properties of Kari’s account.

 

Email Addresses

 

Utilize the Email Addresses section to access or change the email addresses related with the mail user. This consists the mail user’s primary SMTP address, their External email address and any related proxy addresses. The primary SMTP address (also called as the default reply address) is shownd in bold text in the address list, with that uppercase SMTP value in the Type column. By default, automatically after the mail user is created,then the primary SMTP address and the external email address are the similar.

 

Add Click on Add to append a new email address for this mailbox. Choose one of following address types:

 

  • SMTP This is the mentioned default address type. Click on this button and then enter the new SMTP address in the * Email address box.
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  • Custom address type Click on this button and enter one of the supported non-SMTP email address categories in the * Email address box.

 

Kindly Note:

With the exception case of X.400 addresses, Exchange doesn’t authenticate and validate custom addresses for correct formatting. You should make sure that the custom address you mention complies with the format requirements for that address type.

 

  • Set the external email address This box is used to alter the mail user’s external address. Email transmitted on to this mail user is forwarded to this email address.
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  •  Automatically update email addresses depending on the email address policy applied to this recipient Choose this check box to have the recipient’s email addresses automatically, by default updated based on amendments made to email address policies in your organization. This box is chosen by default.

 

Mail Flow Settings

 

The Mail Flow Settings section is chosen to access or change the following settings:

 

  • Message Size Restrictions such settings control the size of messages which the mail user can send and receive. Click on to the View details to view and change maximum size for the duly sent and received messages.
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  •  Sent messages To mention a maximum size for messages transmitted by this user, choose the Maximum message size (KB) check box and enter a value in the box. The message size should be between 0 and 2,097,151 KB. In case the user sends a message larger than the specified size, the message is going to be returned to the user with a descriptive error message.
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  • Received messages To mention a maximum size for messages received by this user, Choose the Maximum message size (KB) check box and enter a value in the box. The message size should be between 0 and 2,097,151 KB. In case the user receives a message larger than the mentioned size, the message is going to be returned to the sender with a descriptive error message.
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  •  Message Delivery Restrictions Such settings control that can send email messages to this respective mail user. Click over the View details to view and alter these restrictions.
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  • Accept messages from Use this section to mention who can send messages to this user.
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  •  All senders Choose this option to mention that the user can accept messages from all senders. This consists of both senders in your Exchange organization and external senders. This is selected by default. It includes external users only if you validate that ‘Require that all senders are authenticated’ check box. In case you choose this check box, messages from external users is going to be refuted and rejected.
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  •  Only senders in the following list Choose this option to mention that the user can accept messages only from a mentioned set of senders in your Exchange organization. Click on the Add to display the Select Recipients page that displays a list of all recipients in your Exchange organization. Choose the recipients you wish, add them to the list, and then click over the OK button. You can also choose for a specific recipient by entering the recipient’s name in the search box and then clicking on the Search .
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  • Require that all senders are authenticated Choose this option to restrict anonymous users from sending messages to the user.
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  • Reject messages from This section is used to block people from sending messages to this user.
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  •  No senders Choose this option to mention that the mailbox won’t reject messages coming from any senders in the Exchange organization. This choice is selected by default.
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  • Senders in the following list Choose this option to mention that the mailbox will reject messages from a mentioned set of senders in your Exchange organization. Click over the Add to display the Select Recipients page, that displays a list of all recipients in your Exchange organization. Choose the recipients you wish, add them to the list, and then click on the OK. You can also search for a particular recipient by entering the recipient’s name in the search box and then clicking on to the Search .

 

Member Of

 

The Member Of section is used to access a list of the distribution groups or security groups to which this user actually belongs. You are not allowed to change membership information on this page. Kindly note that the user might match the criteria for one or more dynamic distribution groups in your company. However, dynamic distribution groups aren’t shown on this page as their membership is calculated every time they’re used.

 

MailTip

 

The MailTip section is used to add a MailTip to alert users of potential issues prior of they send a message to the respective recipient. A MailTip is text that’s displayed to the InfoBar when this recipient is appended to the To, Cc, or Bcc lines of a new email message.

 

Please note:

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

 

  • The Exchange Management Shell is used to alter the mail user properties
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  • Properties for a mail user are saved and stored in both Active Directory and Exchange. Usually, use the Get-User and Set-User cmdlets to access and change organization and contact information properties. Utilize the Get-MailUser and Set-MailUser cmdlets to access or change mail-related properties, such email addresses, custom attributes,the MailTip, and whether the mail user is hidden from address lists.
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  • The Get-MailUser and Set-MailUser cmdlets are used to view and alter the properties for mail users.

 
Here are few examples of using the Exchange Management Shell to amend and change mail user properties.
 

  • This given example sets the external email address for Pilar Pinilla.
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  • Set-MailUser “Pilar Pinilla” -ExternalEmailAddress [email protected]
    This shown example hides all mail users from the organization’s address book.
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  • Get-MailUser | Set-MailUser -HiddenFromAddressListsEnabled $true
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  • This mentioned example sets the Company property for all mail users to Contoso.
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  • Get-User -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘mailuser’)} | Set-User -Company Contoso
    This given example sets the CustomAttribute1 property to a value of ContosoEmployee mentioned for all mail users which have a value of Contoso in the Company property.
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  • Get-User -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘mailuser’) -and (Company -eq ‘Contoso’)}| Set-MailUser -CustomAttribute1 ContosoEmployee

 

How you are going to determine that this worked?

To examine that you’ve successfully altered properties for given mail users, perform the following:

 

  •  In the EAC, choose the mail user and then click over the Edit to access the property that you changed.
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  • Use the Get-User and Get-MailUser cmdlets, In the Exchange Management Shell, to determine and verify the alterations. One benefit of using the Exchange Management Shell is that you are allowed to view multiple properties for multiple mail contacts.
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  •  Get-MailUser | Fl Name,CustomAttribute1

 

In the given example above where the Company property was fix and set to Contoso for all mail contacts, execute the following command to determine the changes:

 

  • Get-User -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘mailuser’)} | FL Name,Company
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  • In the mentioned example above where all mail users had the CustomAttribute1 property set and fix to ContosoEmployee, execute the following command to verify the changes.•Get-MailUser | Fl Name,CustomAttribute1
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  • Bulk edit mail usersYou are also permitted to use the EAC to alter selected properties for multiple mail users. When you choose two or more mail users 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, alter is applied to all chosen recipients.
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When you bulk edit mail users, you are permitted to change the following property areas:

 

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

 

Use the EAC to bulk edit mail users

  •  In the EAC, Traverse to Recipients > Contacts.
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  • In the given list of contacts, choose two or more mail users.

 
You are not allowed to bulk edit a combination of mail contacts and mail users.
 

Note :

You can choose multiple adjacent mail users by pressing down the Shift key and clicking the first mail user, and then pressing the last mail user you wish to edit. You can also choose multiple mail users by holding down the Ctrl key and clicking each one that you want to edit.

 

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

 

How you are going to determine that this worked?To determine that you’ve successfully bulk edited mail users, perform one among the following:

 

  • In the EAC, choose each of the mail users which you bulk edited and then click over the Edit to see the properties that you changed.
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  • In the Exchange Management Shell, now, use the Get-User 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 mentioned mail users from a vendor company named A. Datum Corporation.

 

To determine these changes, you may run the following command in the Exchange Management Shell:

 

  • Get-User -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘mailuser’) -and (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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