Sample Chapters from Microsoft Exchange

Sample Chapters from Microsoft Exchange

C H A P T E R 6

Mailbox Administration

n n n n

Creating Special-Purpose Mailboxes 157

Managing Mailboxes: The Essentials 169

Moving Mailboxes 173

Configuring Mailbox Delivery Restrictions, Permissions, and Storage Limits 182

T he difference between a good Microsoft Exchange administrator and a great one is the attention he or she pays to mailbox administration . Mailboxes are private storage places for messages you’ve sent and received, and they are created as part of private mailbox databases in Exchange . Mailboxes have many properties that control mail delivery, permissions, and storage limits . You can configure most mailbox settings on a per-mailbox basis . However, you cannot change some settings without moving mailboxes to a different mailbox database or changing the settings of the mailbox database itself . For example, you set the storage location on the file system, the default public folder database for the mailbox, and the default offline address book on a per-mailbox-database basis . Keep this in mind when performing capacity planning and when deciding which mailbox database to use for a particular mailbox .

Creating Special-Purpose Mailboxes

Exchange Server 2010 makes it easy to create several special-purpose mailbox types, including: n

Room mailbox A room mailbox is a mailbox for room scheduling . n

Equipment mailbox An equipment mailbox is a mailbox for equipment scheduling .

n

Linked mailbox A linked mailbox is a mailbox for a user from a separate, trusted forest .

n

Forwarding mailbox A forwarding mailbox is a mailbox that can receive mail and forward it off-site .

157

n

Archive mailbox An archive mailbox is used to store a user’s messages, such as might be required for executives and needed by some managers .

n

Arbitration mailbox An arbitration mailbox is used to manage approval requests, such as may be required for handling moderated recipients and distribution group membership approval .

n

Discovery mailbox A discovery mailbox is the target for Discovery searches and can’t be converted to another mailbox type once it’s created .

n

Shared mailbox A shared mailbox is a mailbox that is shared by multiple users, such as a general mailbox for customer inquiries .

The sections that follow discuss techniques for working with these special-

purpose mailboxes .

Using room and Equipment Mailboxes

You use room and equipment mailboxes for scheduling purposes only . You’ll find that n

Room mailboxes are useful when you have conference rooms, training rooms, and other rooms for which you need to coordinate the use .

n

Equipment mailboxes are useful when you have projectors, media carts, or other items of equipment for which you need to coordinate the use .

Every room and equipment mailbox must have a separate user account

associated with it . Although these accounts are required so that the mailboxes can be used for scheduling, the accounts are disabled by default so that they cannot be used for logon . To ensure that the resource accounts do not get enabled accidentally, you need to coordinate closely with other administrators in your organization .

Note

The Exchange Management Console doesn’t show the enabled or disabled status of user accounts. The only way to check the status is to use domain administration tools.

Because the number of scheduled rooms and amount of equipment grows as your organization grows, you’ll want to carefully consider the naming conventions you use with rooms and equipment: n

With rooms, you’ll typically want to use display names that clearly identify the rooms’ physical locations . For example, you might have rooms named

“Conference Room 28 on Fifth Floor” or “Building 83 Room 15 .” n

With equipment, you’ll typically want to identify the type of equipment, the equipment’s characteristics, and the equipment’s relative location . For example, you might have equipment named “NEC HD Projector at Seattle

Office” or “Fifth Floor Media Cart .”

As with standard user mailboxes, room and equipment mailboxes have contact information associated with them . To make it easier to find rooms and equipment, you should provide as much information as possible . Specifically, you can make rooms easier for users to work with by using these techniques:

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n

If a room has a conference or call-in phone, enter this phone number as the business phone number on the Address And Phone tab of the Mailbox

Properties dialog box .

n

Specify the location details in the Office text box on the Organization tab of the Mailbox Properties dialog box .

n

Specify the room capacity in the Resource Capacity text box on the Resource

Information tab of the Mailbox Properties dialog box .

The business phone, location, and capacity are displayed in Microsoft Office

Outlook .

After you’ve set up mailboxes for your rooms and equipment, scheduling the rooms and equipment is straightforward . In Exchange, room and equipment availability is tracked using free/busy data . In Outlook, a user who wants to reserve rooms, equipment, or both simply makes a meeting request that includes the rooms and equipment that are required for the meeting .

The steps to schedule a meeting and reserve equipment are as follows:

1.

Create a meeting request:

In Outlook 2007, click New, and then select Meeting Request . Or press

Ctrl+Shift+Q .

In Outlook 2010, click New Items, and then select Meeting . Or press

Ctrl+Shift+Q .

2.

In the To text box, invite the individuals who should attend the meeting by typing their display names, Exchange aliases, or e-mail addresses, as appropriate . (See Figure 6-1 .)

FIGURE 6-1

You can schedule a meeting that includes a reserved room and reserved equipment .

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3.

Type the display name, Exchange alias, or e-mail address for any equipment you need to reserve .

4.

Click the Rooms button to the right of the Location text box . The Select

Rooms dialog box appears, as shown in Figure 6-2 . By default, the Select

Rooms dialog box uses the All Rooms address book . Rooms are added to this address book automatically when you create them .

5.

Double-click the room you want to use . This adds the room to the Rooms list .

Click OK to close the Select Rooms dialog box .

FIGURE 6-2

Select a room to use for the meeting .

6.

In the Subject text box, type the meeting subject .

7.

Use the Start Time and End Time options to schedule the start and end times for the meeting .

8.

Click Scheduling Assistant to view the free/busy data for the invited users and the selected resources .

9.

After you type a message to accompany the meeting request, click Send .

Creating room and Equipment Mailboxes

You can create room and equipment mailboxes by completing the following steps:

1.

In the Exchange Management Console, expand the Recipient Configuration node and then select the Mailbox node .

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Note

If you want to create the user account for the room or equipment mailbox in a domain other than the current one, you first need to set the scope for the

Mailbox node, as discussed in the “Finding Existing Mailboxes, Contacts, and

Groups” section of Chapter 5, “User and Contact Administration.”

2.

Right-click the Mailbox node, and then select New Mailbox . This starts the

New Mailbox Wizard .

3.

On the Introduction page, select either Room Mailbox or Equipment

Mailbox, as appropriate, and then click Next .

4.

On the User Type page, verify that New User is selected and then click Next .

Each room or piece of equipment must have a separate user account . This is necessary to track the unique free/busy data for the room or piece of equipment .

5.

On the User Information page, the Organizational Unit text box shows where in Active Directory the user account will be created . By default, this is the

Users container in the current domain . Because you’ll usually need to create room and equipment accounts in a specific organizational unit rather than in the Users container, select the Specify The Organizational Unit check box and then click Browse . Use the Select Organizational Unit dialog box to choose the location in which to store the account, and then click OK .

6.

Type a descriptive display name in the Name text box .

7.

In the User Logon Name text box, type the logon name . Use the drop-down list to select the domain with which the account is to be associated . This sets the fully qualified logon name .

8.

The first 20 characters of the logon name are used to set the pre–Microsoft

Windows 2000 logon name, which must be unique in the domain . If necessary, change the pre–Windows 2000 logon name .

9.

Type and then confirm the password for the account . Even though the

account is disabled by default, this password must follow the conventions of your organization’s password policy .

10.

Click Next . On the Mailbox Settings page, enter an Exchange alias . The

Exchange alias is used to set the default e-mail address .

11.

If you want to specify a mailbox database rather than use an automatically selected one, select the Specify Mailbox Database check box, and then click the Browse button to the right of the Mailbox Database text box . In the

Select Mailbox Database dialog box, choose the mailbox database in which the mailbox should be stored . Mailbox databases are listed by name as well as by associated server .

12.

If you want to create an archive mailbox for the resource, select the related check box . Items in the mailbox will be moved automatically to the archive mailbox based on the default retention policy .

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13.

Click Next, and then click New to create the account and the related mailbox .

If an error occurs during account or mailbox creation, neither the account nor the related mailbox will be created . You need to correct the problem and repeat this procedure .

14.

Click Finish . For all mailbox-enabled accounts, a Simple Mail Transfer Protocol

(SMTP) e-mail address is configured automatically .

In the Exchange Management Shell, you can create a user account with a mailbox for rooms and equipment by using the New-Mailbox cmdlet . Sample 6-1 provides the syntax and usage . Although the account is disabled by default, you must enter a secure password for the account when prompted .

Note

For rooms, you must use the –room parameter. For equipment, you must use the –Equipment parameter. By default, when you use either parameter, the related value is set as $true.

SAMPLE 6-1

Creating room and equipment mailboxes

Syntax

New-Mailbox -Name 'DisplayName' -Alias 'ExchangeAlias'

-OrganizationalUnit 'OrganizationalUnit'

-UserPrincipalName 'LogonName' -SamAccountName 'prewin2000logon'

-FirstName '' -Initials '' -LastName ''

-Database 'Server\MailboxDatabase'

[-Room <$false|$true> | -Equipment <$false|$true> ]

Usage

New-Mailbox -Name 'Conference Room 27' -Alias 'room27'

-OrganizationalUnit 'cpandl.com/Sales'

-UserPrincipalName '[email protected]' -SamAccountName 'room27'

-FirstName '' -Initials '' -LastName ''

-Database 'Sales Primary'

-Room

Creating Linked Mailboxes

A linked mailbox is a mailbox that is accessed by a user in a separate, trusted forest .

Typically, you use linked mailboxes when your organization’s mailbox servers are in a separate resource forest and you want to ensure that users can access free/busy data across these forests .

All linked mailboxes have two user account associations: n

A unique user account in the same forest as the Mailbox server . The same forest user account is disabled automatically so that it cannot be used for logon .

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n

A unique user account in a separate forest for which you are creating a link . The separate forest user account is enabled so that it can be used for logon .

You can create a linked mailbox by completing the following steps:

1.

In the Exchange Management Console, expand the Recipient Configuration node and then select the Mailbox node .

2.

Right-click the Mailbox node, and then select New Mailbox . This starts the

New Mailbox Wizard .

3.

On the Introduction page, select Linked Mailbox and then click Next .

4.

On the User Type page, verify that New User is selected and then click Next .

5.

On the User Information page, the Organizational Unit text box shows where in Active Directory the user account will be created . By default, this is the

Users container in the current domain . Select the Specify The Organizational

Unit check box and then click Browse to create the new user account in a

different container . Use the Select Organizational Unit dialog box to choose the location in which to store the account, and then click OK .

6.

Type the user’s first name, middle initial, and last name in the text boxes provided . These values are used to create the Name entry, which is the user’s display name .

7.

In the User Logon Name text box, type the user’s logon name . Use the dropdown list to select the domain with which the account is to be associated .

This sets the fully qualified logon name .

8.

The first 20 characters of the logon name are used to set the pre–Windows

2000 logon name, which must be unique in the domain . If necessary, change the pre–Windows 2000 logon name .

9.

Type and then confirm the password for the account . Although the account will not be used for logon, this password must follow the conventions of your organization’s password policy .

10.

Click Next . Enter an Exchange alias for the user . Make sure the alias matches the one used in the resource forest .

11.

If you want to specify a mailbox database rather than use an automatically selected on, select the Specify Mailbox Database check box, and then click the Browse button to the right of the Mailbox Database text box . In the

Select Mailbox Database dialog box, choose the mailbox database in which the mailbox should be stored . Mailbox databases are listed by name as well as by associated server .

12.

Click Next . On the Master Account page, click Browse to the right of the

Linked Forest text box . In the Select Trusted Forest Or Domain dialog box, select the linked forest or domain in which the user’s original account is located and then click OK .

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13.

If you need additional administrative permissions to access the linked forest, select the Use The Following Windows Account check box . Then type the user name and password for an administrator account in this forest .

14.

Click the Browse button to the right of the Linked Domain Controller text box . In the Select Domain Controller dialog box, select a domain controller in the linked forest and then click OK .

15.

Click the Browse button to the right of the Linked Master Account text box .

Use the options in the Select User dialog box to select the original user

account in the linked forest, and then click OK .

16.

Click Next, and then click New to create the account and the related mailbox .

If an error occurs during account or mailbox creation, neither the account nor the related mailbox will be created . You will need to correct the problem and repeat this procedure .

17.

Click Finish . For all mailbox-enabled accounts, an SMTP e-mail address is configured automatically .

In the Exchange Management Shell, you can create a user account with a linked mailbox by using the New-Mailbox cmdlet . Sample 6-2 provides the syntax and usage . You’ll be prompted for two sets of credentials: one for the new user account and one for an administrator account in the linked forest .

SAMPLE 6-2

Creating linked mailboxes

Syntax

New-Mailbox -Name 'DisplayName' -Alias 'ExchangeAlias'

-OrganizationalUnit 'OrganizationalUnit'

-Database 'Database'

-UserPrincipalName 'LogonName' -SamAccountName 'prewin2000logon'

-FirstName 'FirstName' -Initials 'Initial' -LastName 'LastName'

-ResetPasswordOnNextLogon State

-LinkedDomainController 'LinkedDC'

-LinkedMasterAccount 'domain\user'

-LinkedCredential:(Get-Credential 'domain\administrator')

Usage

New-Mailbox -Name 'Wendy Richardson' -Alias 'wendyr'

-OrganizationalUnit 'cpandl.com/Sales'

-Database 'Corporate Services Primary'

-UserPrincipalName '[email protected]' -SamAccountName 'wendyr'

-FirstName 'Wendy' -Initials '' -LastName 'Richardson'

-ResetPasswordOnNextLogon $true

-LinkedDomainController 'CohoDC58'

-LinkedMasterAccount 'coho\wrichardson'

-LinkedCredential:(Get-Credential 'coho\williams')

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Creating Forwarding Mailboxes

Custom recipients, such as mail-enabled users and contacts, don’t normally receive mail from users outside the organization because a custom recipient doesn’t have an e-mail address that resolves to a specific mailbox in your organization . At times, though, you might want external users, applications, or mail systems to be able to send mail to an address within your organization and then have Exchange forward this mail to an external mailbox .

tip

You can send and receive text messages using Outlook Web App in Exchange

2010, or you can send text messages the old fashioned way. In my organization, I’ve created forwarding mailboxes for text-messaging and pager alerts. This simple solution lets managers (and monitoring systems) within the organization quickly and easily send text messages to IT personnel. here, I’ve set up mail-enabled contacts for each text messaging e-mail address, such as [email protected], and then created a mailbox that forwards e-mail to the custom recipient. Generally, the display name of the mail-enabled contact is in the form Alert User Name, such as Alert William Stanek.

The display name and e-mail address for the mailbox are in the form Z LastName and

AE-[email protected], such as Z Stanek and [email protected], respectively. Afterward, I hide the mailbox so that it isn’t displayed in the global address list or in other address lists; this way, users can see only the Alert William Stanek mailbox.

To create a user account to receive mail and forward it off-site, follow these steps:

1.

Using the Exchange Management Console, create a mail-enabled contact for the user . Name the contact Alert User Name, such as Alert William Stanek . Be sure to establish an external e-mail address for the contact that refers to the user’s Internet address .

2.

Using the Exchange Management Console, create a mailbox-enabled user account in the domain . Name the account with the appropriate display name, such as Z William Stanek . Be sure to create an Exchange mailbox for the account, but don’t grant any special permission to the account . You might want to restrict the account so that the user can’t log on to any servers in the domain .

3.

Using the Exchange Management Console, access the Properties dialog box for the user’s mailbox .

4.

On the Mail Flow Settings tab, select Delivery Options and then click Properties .

5.

In the Delivery Options dialog box, select the Forward To check box and then click Browse .

6.

In the Select Recipient dialog box, select the mail-enabled contact you created earlier and then click OK three times . You can now use the user account to forward mail to the external mailbox .

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Creating Archive Mailboxes

Each user can have an alternate mailbox for archives . An archive mailbox is used to store a user’s old messages, such as might be required for executives and needed by some managers . In Outlook and Outlook Web App, users can access archive mailboxes in much the same way as they access their regular mailbox .

You can create a user’s archive mailbox at the same time you create the user’s standard mailbox . To create an archive mailbox, right-click the standard mailbox in the Exchange Management Console, select Enable Archive, review the dialog box, and then click Yes when prompted to confirm . Using the Exchange Management

Shell, you can create an archive mailbox using Enable-Mailbox . The basic syntax is as follows:

Enable-Mailbox [-Identity] Identity –Archive such as: enable-mailbox cpandl.com/engineering/tonyg –archive

Because each user can have only one archive mailbox, you get an error if the user already has an archive mailbox . Items in the user’s mailbox will be moved automatically to the archive mailbox based on the default retention policy . When you install

Exchange Server, a default retention policy is created for all archive mailboxes .

Whether you use the Exchange Management Console or the Exchange Management Shell, several other parameters are set for archive mailboxes . The default name for the archive mailbox is set as Online Archive – UserDisplayName, such as Online

Archive – Vamsi Kuppa . The default quota and warning quota are set as unlimited .

You can change the archive name and set quotas by using Set-Mailbox . The basic syntax is as follows:

Set-Mailbox [-Identity] Identity –ArchiveName Name

-ArchiveQuota Quota -ArchiveWarningQuota Quota

When you set a quota, specify the value with MB (for megabytes), GB (for gigabytes), or TB (for terabytes), or enter ‘Unlimited’ to remove the quota . Here is an example: set-mailbox cpandl.com/engineering/tonyg

-ArchiveQuota '2GB' -ArchiveWarningQuota '900MB'

In the Exchange Management Console, you can set or remove a quota warning for an archive mailbox by right-clicking the entry for the user’s standard mailbox and selecting Properties . In the Properties dialog box, on the Mailbox Settings tab, double-click Archive Quota . To set a quota warning, select Issue Warning At, and then enter a quota in megabytes . To remove a quota, clear Issue Warning At .

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To disable an archive mailbox, right-click the mailbox in the Exchange Management Console, select Disable Archive, and then click Yes when prompted to confirm .

In the Exchange Management Shell, you can disable an archive mailbox by using

Disable-Mailbox . The basic syntax is as follows:

Disable-Mailbox [-Identity] Identity –Archive such as: disable-mailbox cpandl.com/engineering/tonyg –archive

Creating Arbitration Mailboxes

Exchange moderated transport requires all e-mail messages sent to specific recipients to be approved by moderators . You can configure any type of recipient as a moderated recipient, and Exchange will ensure that all messages sent to those recipients go through an approval process .

Distribution groups are the only types of recipients that use moderation by default . Membership in distribution groups can be closed, owner approved or open .

While any Exchange recipient can join an open distribution group, joining a closed group requires approval . Group owners receive join and remove requests and can either approve or deny those requests .

Distribution groups can also be unmoderated or moderated . With unmoderated groups, any approved sender (which is all senders by default) can send messages to the group . With moderated groups, messages are sent to moderators for approval before being distributed to members of the group . The only exception is for a message sent by a moderator . A message from a moderator is delivered immediately because a moderator has the authority to determine what is and isn’t an appropriate message .

Note

The default moderator for a distribution group is the group’s owner.

Arbitration mailboxes are used to store messages that are awaiting approval .

When you install Exchange Server 2010, a default arbitration mailbox is created . For the purposes of load balancing or for other reasons, you can convert other mailboxes to the Arbitration mailbox type by using the Enable-Mailbox cmdlet . The basic syntax is as follows:

Enable-Mailbox [-Identity] Identity –Arbitration such as: enable-mailbox cpandl.com/users/moderatedmail –Arbitration

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You can create an arbitration mailbox by using New-Mailbox as shown in this example:

New-Mailbox ModeratedMail -Arbitration –UserPrincipalName

[email protected]

Creating Discovery Mailboxes

Exchange Discovery helps organizations comply with legal discovery requirements and can also be used as an aid in internal investigations or as part of regular monitoring of e-mail content . Exchange Discovery uses content indexes created by

Exchange Search to speed up the search process .

Note

By default, Exchange administrators do not have sufficient rights to perform

Discovery searches. Only users with the Discovery Management role can perform

Discovery searches.

You use the Exchange Control Panel (ECP) to perform searches . After you log on, click Reporting in the left pane, and then click the Mailbox Searches tab . Discovery searches are performed against designated mailboxes or all mailboxes in the

Exchange organization . Items in mailboxes that match the Discovery search are copied to a target mailbox . Only mailboxes specifically designated as Discovery mailboxes can be used as targets .

tip

By default, Discovery search does not include items that cannot be indexed by

Exchange Search. To include such items in the search results, select the Include Items

That Can’t Be Searched check box in Exchange Control Panel.

When you install Exchange Server 2010, a default discovery mailbox is created .

You can convert other mailboxes to the Discovery mailbox type by using the Enable-

Mailbox cmdlet . The basic syntax is as follows:

Enable-Mailbox [-Identity] Identity –Discovery such as: enable-mailbox cpandl.com/hr/legalsearch –discovery

You can create a Discovery mailbox by using New-Mailbox as shown in this example:

New-Mailbox LegalSearch -Discovery –UserPrincipalName

[email protected]

Once a Discovery mailbox is established, you can’t convert it to another mailbox type . You can’t use Exchange Management Console to create Discovery mailboxes .

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