How to add a mail contact with a gmail address to GAL in Exchange 2010 SP1?

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Dear wizards:

Question 1:
How do I add a new “mail contact” who uses a gmail address to my global address list?

Question 2:
Same as above, but I have already created a user account so they can log into the domain.

Server Setup:
I run email on an Exchange 2010 SP1 server for a single site and domain. I have 45 users will in-house email addresses.

Details:
At the office we have the core staff who get their own internal Exchange mailboxes, but we also have contracted staff. I want to list the email addresses of the contracted staff in the Global Address List so that people can email them easier, and so that I can add the mail contacts to my Exchange distribution lists.

Security Concerns:
I am considering not following through on this plan, as adding gmail addresses to my distribution lists could cause sensitive data to be shared to email systems outside of my authority. Do you recommend I just splurge and purchase extra mailbox licenses and give them their own addresses at my org?

Note:
Please be very detailed and walk me through the steps (labeling the steps 1, 2, 3, etc.), as opposed to posting a link to a third party site.

Thank you.

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1.) Open the Exchange Management Console. Expand the “Microsoft Exchange On-Premises” node. Expand the “Recipient Configuration” node. Click on “Mail Contact”. Either click on “New Mail Contact” in the Actions pane or right click “Mail Contact” and the click on “New Mail Contact” in the context menu. Follow the wizard. Note: I believe the GAL is updated daily. So, new entries will not be available immediately. See Update Global Address List cmdlet for details on the Exchange Command Shell method to force an update. Outlook also does not immediately update its copy of the GAL. For Outlook 2010 go to File | Account Settings | Download a copy of the GAL to force an update.

2.) Same as above. You can add mail contacts independently of users.

3.) As far as adding internal mail boxes for contractors go, that is something you have to decide. It all depends on how sensitive the information is, how much you feel you can trust the contractors, and if there are any legal restrictions or implications.

Joe

--Joe

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Thanks for your help so far, that’s what I thought. But I have some further issues.

Regarding point 1)
I was able to add a new mail contact for a user. Then I updated my GAL in Outlook 2010. They didn’t show up in the list, but I when I did a search for them in the GAL, they did show up. I verified the “Hide from Global Address Lists” check box was off in Exchange. Do you know why they aren’t showing up? I’ll wait 24 hours before I start looking for a fix.

Regarding point 2)
The second contractor has a user logon account, but no mailbox. Ie. Username@domain.com.
Should I create a separate mail contact with a separate Alias, and add their foreign domain email to that?

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To get the GAL updated in Exchange I believe you have to use the Exchange Management Shell (Powershell). See the link in my prior post. Also, see GAL not updating exchange cached mode enabled for more information.

I’d just add the mail contact and leave the user account alone.

Joe

--Joe

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The GAL is updated immediately, but the offline address book is only done once a day. If you use Outlook in cached mode it will use the OAB.
To test the GAL entry use Outlook Web Access.

Always have employees email internal for security and auditing purposes. Contractors who login to the domain should not have access to webmail, possibly not even internet access. No-one really needs webmail at work, use company email.

cheers, Paul

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