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Hide Mailbox from Global Address List takes a mailbox out of the client’s global address list, the address book people pick from in Outlook, or puts it back. Use it for a leaver’s mailbox, or any mailbox people shouldn’t find in the address book. It needs Microsoft 365 connected, with Exchange access for the client.

Hide Mailbox from Global Address List in 49 seconds: what it asks, what it does and what you get.

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What the form asks

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What it does

  1. Creates a ticket in your PSA, if Ticketing is on.
  2. Waits for approval, if Approval is Internal or External, or a conditional override matches.
  3. Set GAL Visibility, in the client’s Exchange Online: hides the mailbox from the address lists if you chose Yes, or shows it again if you chose No.
If Hide from the address list? is Hidden on Form config, the form doesn’t ask it, and every run hides the mailbox. With Log actions to the ticket on, the ticket also gets a note when the run starts, after Set GAL Visibility and when the run completes. If Exchange refuses the change, the run ends Failed at Set GAL Visibility; open that step in Executions to see Exchange’s message. It changes the mailbox in Exchange Online on every client, without the desktop agent. On a client that syncs on-premises Active Directory, Exchange Online refuses the change for a mailbox whose address-list setting is managed in AD; hide that mailbox in AD instead.

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Configure it

Go to Config, choose Mailboxes and click Hide Mailbox from Global Address List.

Configure Hide Mailbox from Global Address List: every option, step by step (1:29).

Approval, Ticketing and User directory filters are set on Base config and apply to every client unless you override them for one. For how Base config and client overrides work, see How configuration works.

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Troubleshooting

Check User directory filters. Leavers and shared mailboxes usually have no licence and their sign-in is blocked, so for that client override the filters and untick Licensed users only and Active users only.
Outlook in cached mode reads an offline copy of the address book, so it shows the mailbox until that copy updates. To check the setting itself, run the Get Mailbox Information report (see Reports): Hidden from address list shows Yes.
The address-list setting for that mailbox is managed in on-premises AD, so hide it there. User Offboarding also hides a synced leaver in AD when it disables their account there.
The client has no Exchange connection in Triggr yet. See Exchange Online.