Managing Recipient Settings

Add an Address to a Recipient Policy

You can add a new e-mail address to an existing recipient policy. You can also create multiple e-mail addresses of the same address type. This is helpful for organizations that have multiple divisions, branch offices in different regions or countries, or use different e-mail systems. For example:

For example, an organization can add SMTP addresses that include the division name with the default address, such as You can create a policy that generates e-mail addresses of this configuration for the recipients in a division.

To add an e-mail address to a policy:

  1. Start System Manager
    On the Start menu, point to Programs, point to Microsoft Exchange, and then click System Manager.
  2. In the console tree, double-click Recipient Policies.
  3. In the details pane, double-click the recipient policy you are modifying.
  4. On the E-Mail Addresses tab, click New.
  5. In the New E-mail Address dialog box, select an e-mail address type, and then click OK.
  6. In the Address Properties dialog box, type the information required by the address type you selected.
  7. If you are typing information for an SMTP address:

    You can type text as well as replacement strings in the SMTP Address Properties dialog box, in Address. Use the format


    where userformat is optional and can contain text as well as replacement strings, and domain is an alphanumeric domain name.

    The default user format string, if one is not specified, is %m. A user format string of %% results in a replacement string of a single percent sign.

    Note   Per the e-mail address specification, RFC 821/822, invalid characters are removed from the user name unless they are explicitly replaced using the %r user format string.

    The following table defines other available replacement strings and lists SMTP addresses generated for the mailbox "daniels." For this example, the display name is "Daniel B. Shelly," the surname is "Shelly," the given name is "Daniel," and the middle initial is "B."

    User Format String Replacement String Format String Proxy Generated For Sample User
    %s Surname
    %g Given name
    %i Middle initial
    %d Display name
    %m Mailbox
    %rxy Use %r to identify that you want to substitute one character for another. The character you want to remove is listed after the %r, shown by the x in the User Format String column. The character you want to substitute is listed next, represented by the y in the User Format String column. If x and y are equal, the character will be deleted.
    See also
    Knowledge Base article Q140933: XFOR: SMTP Proxy Address Generated Incorrectly
    • If you selected the SMTP address type, select or clear the This Exchange Organization is responsible for all mail delivery to this address check box.
    • To keep track of information concerning the recipient policy you modified, click the Details tab. In Administrative note, type information about the address you added to the recipient policy.
    • On the E-Mail Addresses tab of the Properties dialog box, select the check box to the left of the address you added, and then click Apply.
    • Important   When you click Apply you may be asked if you want to update all corresponding recipient e-mail addresses to match the changes you made. If you click Yes, the changes made to the recipient policy are applied to the recipients defined for the policy. E-mail addresses previously configured for these recipients will be demoted to secondary addresses.

    • Select a primary address.

Related Topics

Understanding Recipient Policies