Manage a global address list (GAL)

Introduction:

In Microsoft 365 Messaging, the Global Address List (GAL) plays a crucial role in ensuring efficient communication and collaboration across an organization. The GAL is a directory that contains information about every user, group, and contact within the Microsoft 365 environment. This article will guide you through the essential tasks involved in managing a GAL to keep it accurate, up-to-date, and organized.

Understanding the Global Address List (GAL):

The Global Address List is accessible to all users within an organization and serves as a centralized directory. It contains user attributes like names, email addresses, telephone numbers, job titles, and more. The GAL is automatically created and synced from the underlying Microsoft 365 directory where user accounts are stored. This synchronization ensures that any changes made to user information in the directory are reflected in the GAL.

Managing the Global Address List (GAL):

1. Adding Users and Contacts:

To add new users or contacts to the Global Address List, you need to create user accounts or contact objects in Microsoft 365. This can be done through the Microsoft 365 admin center or by using PowerShell commands. Here’s an example of adding a new user using PowerShell:

New-MsolUser -DisplayName "John Smith" -UserPrincipalName [email protected] -FirstName John -LastName Smith

2. Updating User Information:

To keep the GAL accurate, it’s essential to regularly update user information. This can be done by modifying user attributes in the Microsoft 365 directory. For example, suppose you want to update the job title of a user. You can use PowerShell to modify the user’s job title attribute:

Set-MsolUser -UserPrincipalName [email protected] -Title "Senior Manager"

3. Removing Users and Contacts:

When a user or contact leaves the organization, it’s crucial to remove them from the Global Address List. This ensures that obsolete or inactive users do not clutter the GAL. To remove a user using PowerShell, run the following command:

Remove-MsolUser -UserPrincipalName [email protected] -Force

4. Distribution Groups and Dynamic Distribution Groups:

Distribution groups allow you to send emails to multiple recipients by using a single email address. You can create new distribution groups and add members using PowerShell commands. For example, to create a new distribution group:

New-DistributionGroup -Name "Marketing Department" -Alias marketing -Members [email protected], [email protected]

Dynamic distribution groups are a variation that automatically adds or removes members based on defined criteria. For example, you can create a dynamic distribution group to include all users with the job title “Manager.” Here’s an example of creating a dynamic distribution group:

New-DynamicDistributionGroup -Name "Manager Group" -RecipientFilter {Title -like 'Manager'}

5. GAL Segmentation:

In larger organizations, you may want to segment the Global Address List to restrict access or control visibility. GAL segmentation allows you to define separate address lists and provide access to specific users or groups. This ensures that users only see the relevant subset of the GAL. You can configure GAL segmentation using Exchange Online PowerShell cmdlets.

Conclusion:

Managing a Global Address List (GAL) is vital for maintaining an accurate and organized directory of users, groups, and contacts within Microsoft 365 Messaging. By adding, updating, and removing users and contacts, as well as utilizing distribution groups and GAL segmentation, organizations can optimize communication and collaboration. PowerShell commands provide a powerful way to perform these management tasks efficiently. Ensure that you regularly review and maintain your GAL to ensure its relevance and usability for all users within your organization.