For emails to be sent and received by a recipient, email address is required. Email address is made up of local part, @ symbol, then SMTP domain name. For example firstname.lastname@example.org is an email address where bgiri is name that identifies the user, an @ symbol and mustbegeek.com is SMTP domain name. Email address policy creates one or more email addresses for mailboxes. When you install Exchange 2016, a default email address policy is created by default. The default email address policy defines email address that consists of user alias and forest root domain name. Before you configure email address policy in Exchange 2016, the associated SMTP domain name must be configured as accepted domain name.
Configure Email Address Policy in Exchange 2016
Log on to Exchange Admin Center (EAC). Click mail flow in the features pane. Select email address policies tab.
As you can see above there is default policy created and the status is applied. It is also the primary email address and includes all recipient types. To create new email address policy click + “Add”.
Type policy name. Click + to add new email address format. Choose domain name from the drop-down as shown above. I choose test.com. Remember, test.com won’t show up unless you’ve added it in accepted domain. So make sure you’ve configured accepted domain before configuring email address policy. I choose JSmith@contoso.com as email address format. You can choose whichever you want. Click save.
You can also configure priority of the policy. Order can be important if you have many email address policies. 1 means it will execute first as the default policy have lowest priority. If you want test.com to be primary email address then you can configure priority of 1. Click save. You can also apply this particular policy to specific user based on the department, OU, state, custom attribute, etc. The email address policy has now been created but not applied.
Click Apply to apply the policy. Once it is applied, you can go to recipients features pane and select mailboxes tab.
You can see the email addresses now contain test.com SMTP domain name. If you open the properties of a mailbox, you will see mustbegeek.com is now secondary SMTP domain name. Because test.com email address policy has priority of 1 so it wins. Similarly, both email address policy is applied to all recipients, so mustbegeek.com becomes secondary.
In this way you can add email address policy in Exchange 2016. You also have option to filter email address policy based on different values.