Limit Exchange Resources Users can see.

Question

Limit Exchange Resources Users can see.

Christopher Gillespie 6

I have an O365 Exchange environment for a diocese. All of our parishes are on a single tenant and I want to limit what Exchange Resources the users can see in each parish to the resources for that parish.

Kael Yao 37,746 Reputation points Moderator

2022-01-17T07:55:55.357+00:00

Hi @Christopher Gillespie

I am writing here to confirm with you how thing going now?
If you have any questions or needed further help on this issue, please feel free to post back.
Christopher Gillespie 6 Reputation points

2022-01-21T12:53:03.617+00:00

It seems that our first step is to turn on Address Book Routing. I am trying to find out the impact to doing that for all my existing users and system and not finding much information. I am trying to figure out the unintended consequences of turning this on and what we have to do to minimize the impact to my user base. I have close to 1,600 users.
Manu Philip 20,206 Reputation points MVP Volunteer Moderator

2022-01-21T14:35:30.39+00:00
Glad to hear that, there is a progress in setting up ABP among different diocese.
Following ways are some of the approaches you can go further to test the changes and understand the implement of the change to all the users at the final change.

Identify some test mailboxes from different address lists and apply Address Book Policy to those test mailboxes

Wait until you see the changes has been successfully applied to the selected mailboxes with expected result

The wait time is a key factor which you can estimate the approximate time delay to see the changes to reflect across 1000+ users. I am not expecting a very big change from the time you see for the test mailboxes

A crucial note for users who are using outlook in cached mode: As your mailboxes are in Exchange Online, force generation of OAB is not possible. Usually 2 times per day (12 hrs.)exchange Online generates offline address book and outlook can get it while it is generated. It is a good idea, if users can download OAB, manually after the new OAB is ready (https://learn.microsoft.com/en-us/exchange/address-books/offline-address-books/offline-address-books#how-users-download-offline-address-books)
I don't see any other major impacts of GAL segmentation

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Kael Yao 37,746 Reputation points Moderator

2022-01-17T07:55:55.357+00:00

Hi @Christopher Gillespie

I am writing here to confirm with you how thing going now?
If you have any questions or needed further help on this issue, please feel free to post back.
Christopher Gillespie 6 Reputation points

2022-01-21T12:53:03.617+00:00

It seems that our first step is to turn on Address Book Routing. I am trying to find out the impact to doing that for all my existing users and system and not finding much information. I am trying to figure out the unintended consequences of turning this on and what we have to do to minimize the impact to my user base. I have close to 1,600 users.
Manu Philip 20,206 Reputation points MVP Volunteer Moderator

2022-01-21T14:35:30.39+00:00

Glad to hear that, there is a progress in setting up ABP among different diocese.
Following ways are some of the approaches you can go further to test the changes and understand the implement of the change to all the users at the final change.

Identify some test mailboxes from different address lists and apply Address Book Policy to those test mailboxes

Wait until you see the changes has been successfully applied to the selected mailboxes with expected result

The wait time is a key factor which you can estimate the approximate time delay to see the changes to reflect across 1000+ users. I am not expecting a very big change from the time you see for the test mailboxes

A crucial note for users who are using outlook in cached mode: As your mailboxes are in Exchange Online, force generation of OAB is not possible. Usually 2 times per day (12 hrs.)exchange Online generates offline address book and outlook can get it while it is generated. It is a good idea, if users can download OAB, manually after the new OAB is ready (https://learn.microsoft.com/en-us/exchange/address-books/offline-address-books/offline-address-books#how-users-download-offline-address-books)
I don't see any other major impacts of GAL segmentation

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If the Answer is helpful, please click "Accept Answer" and upvote it

Answer 1

Manu Philip 20,206 MVP Volunteer Moderator

Are you using on-premises Exchange Server or Office 365?
You can establish an Address Book segregation among each parishes within the diocese so that users in one parish can't see/limited visibility of the resources/addresses of other parishes. Address Book Policies (ABP) will help to achieve this. Each ABP will have a minimum of one Global Address List, one Offline Address Book, one address list, and one room list
An example, PS script as follows to separate conference rooms of parish1 and 2 as follows

New-AddressList -Name "Parish1 Rooms" -RecipientFilter {(Company -eq "Parish1 ")-and (RecipientDisplayType -eq 'ConferenceRoomMailbox')}  
New-AddressList -Name "Parish2  Rooms" -RecipientFilter {(Company -eq "Parish2")-and (RecipientDisplayType -eq 'ConferenceRoomMailbox')}

Similar way, you can segregate different resources and assign he visibility through ABP
Here is a reference shows the address book segregation details in O365
https://learn.microsoft.com/en-us/exchange/address-books/address-book-policies/address-book-policies

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Christopher Gillespie 6 Reputation points

2022-01-13T15:49:11.187+00:00

Thank you so much for the quick response!
We are using Office 365. I am looking at ABP right now. One further question, Do I have to create all my GAL at once or can I create them one at the time and move people from the general GAL to the parish specific GAL?
Manu Philip 20,206 Reputation points MVP Volunteer Moderator

2022-01-13T16:17:12.397+00:00
Users can be added to the GAL dynamically based up on the filters. The usual approach is to set custom attributes for users and group similar users. The following PS script will create GAL and add users based on the custom attribute set for the mailboxes

New-GlobalAddressList -Name GAL_AgencyB -RecipientFilter "(RecipientType -eq 'UserMailbox') -and (CustomAttribute15 -eq 'AgencyB')"

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Limit Exchange Resources Users can see.

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