Managing Recipient Settings

Organizing Address Lists

You can organize your address lists so that your users can quickly find the address list they need for addressing e-mail messages, selecting conference rooms, or finding information (such as e-mail addresses, phone numbers, or pager numbers) for any recipient.

To help your users effectively access the information they need, organize your address lists in a hierarchy of nested address lists and empty address lists. A nested address list is an address list located under another address list. An empty address list is used as a node which contains other address lists and does not have a membership because it was created without filter rules. Typically, address lists located under an empty address list will be related to what you named the empty address list. To further organize your address list hierarchy, you can use empty address lists as nested address lists.

Example

A large company in Texas has offices in three cities: Dallas, Houston, and San Antonio. The following address list hierarchy is one way to organize custom address lists for this company. In this example, the address list hierarchy is located in System Manager, under All Address Lists. The recipients of the Texas company will see the following address list hierarchy when they view the Address Book.

Enlarge figure

The following table explains the custom address lists created for this scenario:

Address List Search Filter
By City Address Lists This is an empty address list. No search filters were used.
Dallas The search filter for this address list specified a field-attribute value of City as the User attribute, Is (exactly) as the condition, and Dallas as the value. This address list is nested under By City Address Lists.
Houston The search filter for this address list specified a field-attribute value of City as the User attribute, Is (exactly) as the condition, and Houston as the value. This address list is nested under By City Address Lists.
San Antonio The search filter for this address list specified a field-attribute value of City as the User attribute, Is (exactly) as the condition, and San Antonio as the value. This address list is nested under By City Address Lists.
San Antonio Users The search filters for this address list specified recipient categories of Users with Exchange mailbox and Users with external e-mail addresses and a field-attribute value of City as the User attribute, Is (exactly) as the condition, and San Antonio as the value. This address list is nested under the San Antonio node.
San Antonio Contacts The search filters for this address list specified a recipient category of Contacts and a field-attribute value of City as the User attribute, Is (exactly) as the condition, and San Antonio as the value. This address list is nested under the San Antonio node.