What Add2Exchange does

Last updated 3.1.2026

In simple terms, Add2Exchange automatically keeps selected Outlook and Exchange folders aligned based on the rules you set. When something is added, changed, or removed in one place, the system can replicate that change to the folders, mailboxes, or users you specify.

That gives IT a practical way to keep calendars, contacts, tasks, posts, and notes flowing consistently across the organization with less manual work, fewer missed updates, and no software installed on endpoints.

Once deployed, it runs in the background on the replication server and continues working as long as the Add2Exchange Service is running.

Core operating model

Add2Exchange Enterprise Edition builds information relationships in all of the common patterns administrators need: one-to-one, one-to-many, many-to-one, and many-to-many.

The Add2Exchange Service runs in memory 24/7/365. If the service is not running, Add2Exchange is not syncing. The sync service account, usually zadd2exchange, is the account with the permissions needed to operate the system, so the management shortcuts are typically available only from that account on the replication server.

In hosted environments, that service account is the conditionally accessed, email-enabled account used to replicate to and from users in the organization.

For replication to occur, the Add2Exchange Service must be running and the Add2Exchange Console must be closed. In hybrid, tenant-to-tenant, or Microsoft 365 scenarios, Windows must remain logged in and locked. In on-premises Exchange environments using non-interactive mode, the server can be logged off if desired.

How relationships are managed

Use case	Best method	What it means in practice
One-to-one	Single relationship in the Add2Exchange Console	Best for direct one-off rules.
One-to-many, many-to-one, many-to-many	Relationship Group Manager (RGM)	Use templates plus specially managed email-enabled distribution lists to create relationship clones at scale.

RGM is designed to help administrators build hundreds or even thousands of relationships without managing each one individually.

The usual workflow is straightforward: create a template from source to destination for calendars, contacts, tasks, posts, or notes; attach that template to a managed distribution list; and let Add2Exchange automatically create or remove relationship clones and folders based on who is included in or excluded from that group.

That means day-to-day administration can often be handled directly from Active Directory or the managed distribution list itself instead of repeatedly opening the Add2Exchange Console. The Console is then used mainly to create new templates, retire old ones, or change template rules.

After a template is attached to the distribution list, the sync intervals are set, the Console is closed, and the Add2Exchange Service is started.

Compatibility and server-side components

Add2Exchange Enterprise is described in the source as working across Windows versions and language packs, with support for on-premises, hosted, Microsoft 365, and hybrid Exchange environments from Exchange 2007 through SE. Client endpoints can include IBM, Apple, Android, and other platforms because the sync happens server-side rather than by installing software on each device.

The management environment is centered on the replication server and the sync service account desktop.

Common management tools

• Add2Exchange Console
• Add2Exchange Event Log
• DidItBetter Console.msc
• DidItBetter Support Menu
• Task Manager
• Outlook Classic
• Edge or Chrome

Common installed components

• Add2Exchange Enterprise Edition
• SQL 2022 or a SQL cluster
• Microsoft .NET
• Usually Microsoft 365 Outlook
• Optional: Add2Outlook Toolkit

Management and maintenance

For on-premises installations, the source states that DidItBetter Software Value Bundle offerings include Premier Support, and Premier Support should be contacted for Add2Exchange issues.

For DidItBetter hosted replication, there is no management software required on-premises or on client machines. Customers are directed to their representative or to submit a request for major changes.

For an on-premises replication server, the guidance is to contact the representative or submit a request before taking corrective action beyond normal maintenance, such as a Level 2 upgrade, stopping the Add2Exchange Service, rebooting, and monitoring.

If the system is still within the free-upgrades period, the recommended update path is the one-button Level 2 upgrade from DidItBetter Support Menu.ps1. The source also points to a longer pre- and post-maintenance procedure, while noting that the Level 2 upgrade usually resolves the common maintenance concerns.

Related support links: submit a request | Level 2 upgrade | Add2Exchange Upgrade Procedures | Maintenance Recommendations for updating Sync Server - Pre and Post Commands

Reviewing system health

The fastest manual health check is to review the Add2Exchange Event Log for success and failure audits. If you want to work through issues manually, the source also points to a troubleshooting walkthrough and reminds customers that Premier Support is usually the quickest path.

A basic health review should include checking relationship clones in the Add2Exchange Console for their last sync time, opening Outlook to catch any Autodiscover or DNS prompts after migrations or environment changes, and running the permissions task when onboarding new users in environments where MFA is in play.

Further reading: Troubleshooting steps | Full manual: Add2Exchange Enterprise/365 PDF

Common operations: onboarding and offboarding

In most environments, onboarding and offboarding are designed to be automatic, typically running several times a day. Even so, there are times when administrators want the system to move faster.

Fast-track changes

• To speed up offboarding in Microsoft 365, remove the user from the managed distribution group, wait for Outlook or Microsoft 365 to recognize the change, then stop and restart the Add2Exchange Service. In local Exchange, the change is immediate.
• If you need to offboard even faster in Microsoft 365, remove the user from the distribution list, run Entra DirSync, open the Add2Exchange Console, delete the relationship, answer "No" if asked to delete all relationships, choose to remove the destination items, close the Console, and answer "No" so the system picks up where it left off.
• If the user is tied to a non-templated clone or single relationship, the relationship must be deleted manually from the Console and the destination data can be removed during that process.
• To onboard quickly for a templated relationship clone, wait until the change appears in the Outlook address book, run the permissions PowerShell or scheduled task, or manually run permissions from DidItBetter Software Menu.ps1 when MFA is involved, wait about 15 minutes for Microsoft 365 permissions to apply, then stop and restart the Add2Exchange Service.

Normal onboarding

When Relationship Group Manager is being used, normal onboarding is usually as simple as adding the user to the managed distribution list in on-premises Active Directory or directly in Microsoft 365, depending on the source of authority.

If on-premises AD is authoritative and Entra DirSync is involved, administrators must either wait for the scheduled directory sync or run it manually. The source notes that DirSync may take an hour or more depending on configuration, and Microsoft 365 may take roughly another 15 minutes to show the new user in the distribution list.

Relman then checks the managed distribution list at its next run and creates or removes the relationship as needed. If permissions have already been granted, the new relationship is created automatically.

If a single non-templated relationship is needed, it can be created manually in the Add2Exchange Console. A successful manual creation is also a practical confirmation that the sync account has the necessary permissions.

GAL sync onboarding

For GAL synchronization, add users to the distribution list being monitored, such as "zgalsync," and the relationship is created on the next sync cycle.

If a separate distribution list controls which objects are synced outward, such as "zgalinclude," add or remove the object there as well so Add2Exchange can include or remove it for the users in zgalsync.

If permissions have not been granted yet, run the proper permissions tasks for on-premises or Microsoft 365. On-premises permissions are close to immediate; Microsoft 365 permissions should be given 15 to 20 minutes to settle. MFA environments should follow the dedicated MFA procedure.

GAL and MFA references: GAL Sync explained | MFA for service account procedure

Normal offboarding

For a single non-templated relationship, offboarding is manual: delete the relationship in the Add2Exchange Console, choose to remove the destination items, close the Console, and start the Add2Exchange Service.

For RGM templated relationships, offboarding is usually just removing the user from the managed distribution list. In on-premises Exchange this is immediate. In hybrid or Microsoft 365 environments, Entra AD Sync must run before the change is visible in Microsoft 365, and RGM then marks the relationship for removal and usually dereplicates the data on the next sync.

The recommended order matters. Users should ideally be removed from the managed distribution lists several hours before being hidden from the GAL, converted to shared mailboxes, deleted, or de-licensed. The source says the day before is best when possible, especially in BYOD environments, because it gives the system time to remove synchronized data from mailboxes and devices before the account changes make the mailbox inaccessible.

Offboarding issues to watch for

• If accounts are hidden, deleted, or de-licensed before the user is removed from the managed distribution list, relationships can go into alert because the source or destination mailbox is no longer accessible.
• If the Console shows a licensing-related alert, the source says to renew licensing.
• If the alert is access-related, move to the Alerted Relationships process below.

Licensing source-linked item: please renew licensing

Monitoring the sync process

Monitoring can be done from Task Manager and Event Viewer. The source prefers the white DidItBetter Management.mmc shortcut because it presents the Add2Exchange events more clearly, but the standard Event Viewer also works.

In Task Manager, the Add2Exchange Agent typically appears in bursts while it processes a module or folder type. It may stay in memory for the duration of that function or be configured to drop after each relationship; either way, it normally stays active until the function completes.

When a function completes, the Agent drops and logs an event. If another module is due, the Agent is loaded again automatically until the pending work is done.

If the Add2Exchange Console is opened during a sync, the Add2Exchange Agent stops first and the Add2Exchange Service stops next. This lets the administrator review or change relationships, run reports, and work alerted relationships from the Console.

When the Console is closed and the service is started again, the Add2Exchange Agent flashes back into memory. That indicates the system is synchronizing, creating or removing relationships, or updating the GAL cache.

The default "start and stop" logging is typically enough to monitor activity. After the service has been running for a few minutes, new audits should appear in the Add2Exchange Event Log.

Closing the Console and restarting sync

When the Console is closed, Add2Exchange prompts for the next action. If a relationship was interrupted, the system can either continue that relationship first or, if the administrator answers "No," handle onboarding and offboarding first and then continue with the oldest relationships.

In Microsoft 365, hybrid, and tenant-to-tenant scenarios, the server should remain logged in and locked when prompted. The next prompt is to start the Add2Exchange Service, which should be answered yes when the goal is to resume syncing.

About 15 seconds after the service starts, the Add2Exchange Agent and the red-circle interactive icon should appear in the taskbar. Double-clicking that icon shows live activity such as relationship creation, deletion, GAL cache updates, and relationship sync status.

Sync cycle and timing

The first cycle after the Add2Exchange Service starts is special. It is independent of the configured sleep timers. Any module set to a non-zero sleep value will run in sequence during that initial cycle, roughly 15 seconds after the previous module completes.

After that first pass, normal interval-based scheduling takes over. The sleep settings are based on business rules, and common source examples include Relman every 4 to 8 hours, GAL every 4 to 8 hours, Calendars every 10 to 30 minutes, and Contacts about every hour, though these values can be adjusted widely.

The source describes the module order as RELMAN, GAL, CALENDARS, CONTACTS, POSTS, NOTES, TASKS, and Confidential Email Notifier.

RGM or Relman runs first and determines whether new relationships need to be created or old ones should be removed. That process can also create folders for new users and mark relationships for cleanup when users are no longer in the distribution list.

If GAL Sync is enabled, the GAL manager next updates the GAL cache using the designated inclusion list, such as "zgalinclude." The source notes that this process compares objects for meaningful changes and applies delta-oriented updates rather than blindly rebuilding everything every time.

After GAL Sync, the remaining modules run according to what is enabled and what sleep values have been set.

The functions are serial, not multithreaded. If one module is still running, the next waits its turn. When a module finishes, the system waits briefly, usually up to about 30 seconds, before moving to the next function or returning to the configured sleep interval.

Pausing a module

To pause a module in Add2Exchange Enterprise 365 Edition, go to Add2Exchange Console > Services > Utility, set that module's sleep value to 0, and apply the change. This pauses new updates without removing data that is already synchronized; the data simply becomes stale until the module is turned back on.

Alerts, exceptions, and recovery

When a function takes longer than expected, Add2Exchange may send a slow-sync alert to DIB Support Central and or to designated users inside the customer organization. Overdue work is then run as soon as possible, and the event log captures the activity.

Random connectivity failures in Microsoft 365 can appear in the event log and may be normal in isolation. Repeated or sustained failures are a reason to stop the service, reboot, apply pending updates, and then reboot again if needed.

The event log keeps more than just pass-or-fail information. The source says the default logging reports durations, averages, relationship statistics, and counts of items changed, created, or deleted for recent sync cycles.

Alert reference: Alert Notifications for Slow Sync Explained

Working alerted relationships

A relationship typically goes into alert when the source or destination folder becomes unavailable, often because of mailbox access changes, offboarding order problems, or temporary Microsoft 365 connectivity interruptions.

If the users and folders still exist, the first recovery step is usually to right-click the relationship and run Confirm Relationship with the "with folder update" option. If the relationship confirms successfully, it can come out of alert status.

If the folder was deleted but is still recoverable from Deleted Items, restore it and try the confirm action again. If the folder cannot be recovered and the relationship is a templated clone, deleting the alerted relationship can allow Relman to recreate the folder and re-sync, provided the user is still in the managed distribution list.

Be especially careful when the alerted side is a source folder. The source guidance says not to rush into deleting that kind of relationship and to contact technical support first.

If the user is gone and the relationship no longer needs to be recovered, the relationship can be deleted, but administrators should be careful not to choose any option that deletes all relationships.

If the relationship needs to be maintained or cleanly dereplicated, the mailbox must still have a license, be visible in the GAL, and have accessible folders. In cases where the account was hidden from the GAL, unhide it and try confirmation again or run a full sync.

If a user deleted a non-default folder and it is not recoverable, an alerted relationship can be deleted. If there is only one relationship in the trash, using Empty the Trash Now can recreate it promptly.

If the folder is still present in Deleted Items, it can be moved back and the Recovery and Migration Tool, "Add2Exchange Recovery and Migration Manager" (RMM.exe), can be used to repoint the relationship. If the item is not in the trash, the source recommends deleting the older relationship and remaking it.

One important caution remains: deleting alerted relationships is not ideal because destination data may be left behind. The source treats recurring alert cleanup as a sign that the offboarding process should be refined so Add2Exchange can remove data automatically and cleanly from all devices.

How Add2Exchange Works – FAQ

This FAQ explains how Add2Exchange operates, how to safely manage onboarding and offboarding, and how to understand synchronization behavior.

What account is required to run Add2Exchange?

Add2Exchange must be accessed only by the Add2Exchange Service Account (default: zadd2exchange) on the replication server.

• The software is installed only for this account.
• Only this account has permission to run the Add2Exchange Console and Service.
• Do not copy Console shortcuts to other user profiles.

If you don’t know the service account password:

1. Stop the Add2Exchange Service.
2. Change the service account password.
3. Update the password in Services.msc for the Add2Exchange Service.
4. Open Outlook and OWA and allow the password to be remembered so Autodiscover functions correctly.

Best practice:

• Set the password to never expire
• Use a strong, unique password not shared with any other account

If you use automated permission scripts, update encrypted credentials using the DidItBetter Support Menu PowerShell tool.

Can the Add2Exchange Console be open while syncing?

No. Add2Exchange cannot sync while the Console is open.

• Opening the Console automatically stops the Add2Exchange Service
• Starting the Service while the Console is open will not sync
• Only one active session of the service account may exist

Tip:

Check Task Manager → Users on the replication server to ensure there is only one active service account session (no extra RDP connections).

How do I start a sync correctly?

1. Close the Add2Exchange Console
2. When prompted:
   • Do not continue where it left off
   • Stay logged on
   • Watch the process
   • Start the Add2Exchange Service
3. Within ~30 seconds, the Add2Exchange Agent will appear in memory
4. Review Add2Exchange Event Logs for success audits

A red circular Add2Exchange icon may appear in the taskbar and can be double-clicked to view active processing.

How does onboarding a user work?

Using Active Directory or Entra

• Add the user to the managed distribution list
• Relationship creation occurs during the next Relman cycle

To force immediate processing:

1. Open the Add2Exchange Console
2. Close it after the Add2Exchange Agent drops from memory
3. Select:
   • Do not continue where left off
   • Stay logged on
   • Start the Service
   • In 15 seconds or so, a new icon in the Taskbar appear.  Watch the process by double clicking the red sync circle in the TaskBar

Relman always runs first, adding or removing relationships before syncing data.

How does GAL Sync onboarding work?

• Add the user to the GAL sync distribution list (example: zgalsync)
• If using include/exclude lists (example: zgalinclude), update those as well for the system to make a contact out of the object and sync out to others
• The relationship and GAL objects will be created on the next sync

Do I need to manually assign permissions?

If permissions are automated:

• Run the appropriate Scheduled Permission Task
• For Microsoft 365, allow 1 hour for Entra Dirsync to run or run manually.  Then allow 20+ minutes for permissions to propagate and start the Add2Exchange Service
• Confirm the task completed successfully in the Add2Exchange Event log

What is the recommended offboarding process?

Always remove users from managed distribution lists first

Remove the user at least one day before:

• Hiding the account
• Deleting the account
• Changing the password
• Removing the Microsoft 365 license

This allows Add2Exchange to cleanly remove synchronized data from destination mailboxes and devices — critical for BYOD environments.

If needed:

• Stop the Add2Exchange Service
• Wait for the Agent to drop from memory
• Restart the Service

What is the “5 Error Stop” fail-safe?

Add2Exchange pauses synchronization after five alerted relationships to prevent cascading failures.

• Enabled by default
• Location: Services → Utility → Tools
• Typically triggered by improper offboarding order

When users are removed correctly from distribution lists, alerted relationships are automatically cleaned up or force-removed as appropriate.

What if relationships don’t remove automatically?

After a full sync cycle:

Single Relationships

• Delete manually in the Console and select to remove destination items
• Apply to that relationship only when prompted

Template (RGM) Relationships

• Remove the users from the distribution list in AD or Entra.
  Open Relationship Group Management and select the distlist or look in Outlook Address Book
• Confirm the user is not in the Dist list in Outlook or in RGM the user is unchecked
• Apply changes
• Remove the user from the distribution list in Active Directory

Then close the Add2Exchange Console and start the Service as usual.

How does synchronization timing actually work?

• The first sync after service start runs immediately and ignores sleep timers
• Subsequent syncs follow configured sleep intervals
• Sync modules run serially, never in parallel

Sync order:

1. Relationship Manager (Relman)
2. GAL Sync
3. Calendars
4. Contacts
5. Posts
6. Notes
7. Tasks
8. Confidential Email Notifier

Typical timing guidelines:

• Relman: 4–12 hours
• GAL Sync: 4–8 hours
• Calendars: 10 minutes to daily
• Contacts: 30 minutes to daily

How does Add2Exchange operate internally?

• The Add2Exchange Service runs 24/7
• At each interval, the Add2Exchange Agent loads into memory
• The Agent processes all relationships for a module
• When complete, it unloads and logs success audits
• The system then proceeds to the next module

All activity is recorded in the Add2Exchange Event Log.

Can I disable specific sync modules?

Yes (Enterprise / 365 Editions).

• Modules can be turned off in Services → Utility by setting sleep time to 0 (off)
• This pauses updates but does not remove existing data
• Re-enable modules to resume syncing

Should I reboot or monitor the service aggressively?

No.

• Timed reboots are unnecessary and if rebooting, Stop the Add2Exchange Service first.
• External watchdog services are not recommended
• The built-in Delayed Start is sufficient

Opening the Add2Exchange Console or stopping and starting the Service is the correct and supported way to control behavior.

How should logging be configured?

Recommended:

• Start and Stop Logging

Avoid:  Full logging unless directed by Support

Success audits provide accurate sync duration metrics and historical insight.

How do I contact support?

Free Support (included):

• Export Setup (Help → Export)
• Attach relevant Event Log entries
• Include a clear description of actions taken
• Submit via the Support Request link

Premier Support:

• Request a scheduled session
• Typical response: ~2 hours
• Typical resolution: ~1 hour

Should I keep my build updated?

Yes.

Many issues are already resolved in newer builds.

• Use the one-button upgrade in the DidItBetter Support Menu
• If the menu is missing, request recertification

Add2Exchange is developed by DidItBetter Software and integrates tightly with Microsoft 365 and Exchange environments.