Managing Email Addresses

When a new mail-enabled user is created in an Exchange Server 2010 environment, the creation of the primary SMTP address is controlled by a recipient policy. By default, the recipient policy creates a primary SMTP address that is formatted as Alias @ your default organization. For example, user Mitch Jane in companyabc.com, with an alias of MJane, would have the default SMTP address of MJane@companyabc.com.

However, the default behavior of this recipient policy can easily be modified to create primary SMTP addresses that conform to your organization's standard. For example, if your organization uses FirstName.LastName@companyname.com as its standard SMTP address, you can configure the recipient policy to generate this address for you when the user mailbox is created. To do so, perform the following procedure:

1. Start the Exchange Management Console.
2. In the Console Tree, select Organization Configuration; then select Hub Transport.
3. In the results pane, select the E-Mail Address Policies tab, and then highlight the default policy.
4. In the action pane, click Edit.
5. On the Introduction page, when modifying the Default Policy, all the options are read-only and cannot be changed. If you create an additional policy, these settings can be modified. Click Next to continue.
6. On the Conditions page, when editing the default policy, the options are read-only. When creating a new policy, the policy can be specified to apply to recipients based on a particular State or Province, a specific department, or several other criteria. Click Next to continue.
7. On the E-Mail Addresses page, under SMTP, select the policy and click Edit.
8. By default, the E-Mail Address Local Part is set to Use alias. To modify the policy, click the E-Mail Address Local Part check box, and select the desired SMTP naming standard for your organization. For available options. In the example, we are changing the policy to create email addressed in the format of First name.last name, so Mitch Jane would get the default email address of Mitch.Jane@companyabc.com. Select the desired entry, and then, either select the Select the Accepted Domain for the E-mail Address radio button and choose your domain by clicking the Browse button, or (simpler) ensure the radio button for Specify the Custom Fully Qualified Domain Name is selected and type the desired domain there. When ready, click OK to continue.
9. You should now be back at the E-Mail Addresses page with the format for the desired custom address populated. In our example, this would be presented as %g.%s@companyabc.com (%g is the variable for Given Name and %s is the variable for Surname). Click Next to continue.
10. On the Schedule page, specify when the email address policy will be applied. Note that if you select a time and date in the future, the wizard remains open until the countdown has completed. Select the appropriate option, and click Next to continue.
11. On the Edit E-Mail Address Policy page, the Configuration Summary is shown. Review the policy to ensure all is correct, and then click Edit to continue.
12. On the Completion page, a summary is shown informing you how many items were modified, how many succeeded, and how many failed. Click Finish to continue.

After this policy has been applied, existing users will have a new SMTP e-mail address generated that conforms to the policy, and it will be set as their primary (reply-to) address. Previously assigned addresses remain in place as secondary addresses. Users created from this point on, however, have only the new address, and it is set as their primary SMTP address.

Note: If your existing email address policy was created in a legacy version of Exchange Server, it must be upgraded before you can edit it using the previous procedure. To upgrade your policy, you must use the Set-EmailAddressPolicy command from the Exchange Management Shell. The following example shows how this command can be used.
From the Exchange Management Shell-for a policy named "Default Policy" that should apply to all users in the environment, the command would read:

Set-EmailAddressPolicy "Default Policy" -IncludedRecipients allrecipients
After hitting Enter, the administrator will see the following:
  To save changes on object "Default Policy", the object must be upgraded to the
  current Exchange version. After the upgrade, this object cannot be managed by
  an earlier version of Exchange Management Tools. Do you want to continue to
  upgrade and save the object?
Select "Y" for "Yes" and hit Enter.
The policy can now be edited from within the Exchange 2010 Management Console.