MCSE Guide to Microsoft Exchange Server 2003 Administration Chapter Five Managing Addresses

MCSE Guide to Microsoft Exchange Server 2003 Administration 2 Objectives Understand and create the different types of address lists that are used within Exchange Server 2003 Understand how recipient policies work Describe how the Recipient Update Service works

MCSE Guide to Microsoft Exchange Server 2003 Administration 3 Managing Addresses Recipient: represents a resource in Active Directory –Examples: mailbox, public folder, Internet newsgroup Global Address List (GAL): list of all messaging recipients Custom address list: groups recipients in GAL by attributes Offline address list: provides downloadable copy of address list(s) Recipient Update Service (RUS): builds and maintains address lists

MCSE Guide to Microsoft Exchange Server 2003 Administration 4 Address Lists Reach of Global Address Lists (GALs): –List of recipients in Exchange Server 2003 organization –List of users within a foreign system; e.g. Lotus Notes Requires a dedicated connector (Lotus Notes Connector) Three components of internal GAL: –Default address lists –Custom address lists –Offline address lists

MCSE Guide to Microsoft Exchange Server 2003 Administration 5 Default Address Lists Set up by default with the installation of Exchange Server Organizes presentation of recipient information Default address lists may be tailored to an organization

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7 Custom Address Lists Custom Address Lists: based on Active Directory attributes that can be queried –Examples: location, department, teams To create a custom address list –Define to whom the policy will be applied –Use a Find command to select/filter desired recipients LDAP (Lightweight Directory Access Protocol) query –Three choices for restricting membership By specific recipient types By specific server or mailbox store By criteria set in a custom LDAP filter

MCSE Guide to Microsoft Exchange Server 2003 Administration 8 Custom Address Lists (continued) Five ways to restrict membership in an address list –Users with an Exchange Mailbox –Users with external addresses –Groups –Contacts –Public folders Three ways to limit membership based on storage location –Mailboxes on any server –Mailboxes on this server –Mailboxes in this mailbox store

MCSE Guide to Microsoft Exchange Server 2003 Administration 9 Custom Address Lists (continued) Create a custom query filter for granular control –Enables fine-tuning of membership list –Multiple filter rules are allowed To create custom query filters –Define Active Directory field, condition, and search value Filter rules use a logical AND to form an LDAP query –All conditions must be met for the recipient to be a list member Identification process for eligible recipients compares the value in the Find Exchange Recipients dialog box to the value in Active Directory

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MCSE Guide to Microsoft Exchange Server 2003 Administration 11 Activity 5-1: Creating a New Address List Time Required: 10 to 20 minutes Objective: Create a new address list for an Exchange Server 2003 organization Description: Create a new address list to identify the users within the city associated with each particular server

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MCSE Guide to Microsoft Exchange Server 2003 Administration 14 Activity 5-2: Nesting Address Lists Time Required: 10 to 20 minutes Objective: Nest address lists within an existing address list Description: Create a nested address list under the country address list from previous activity

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MCSE Guide to Microsoft Exchange Server 2003 Administration 16 Activity 5-3: Assigning Permissions to Address Lists Time Required: 30 to 40 minutes Objective: Set the permissions on an address list so that recipients can see their own respective address list and the address lists of other users Description: Assign permissions so that only a select set of individuals can see it

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MCSE Guide to Microsoft Exchange Server 2003 Administration 23 Activity 5-4: Change the Display Order of Names Within the Global Address List Time Required: 10 to 20 minutes Objective: Change the display format for names within the GAL from “Firstname Lastname” format to “Lastname, Firstname” format Description: Configure Active Directory to change the display format of the display name within the GAL from “Firstname Lastname” to “Lastname, Firstname” format

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MCSE Guide to Microsoft Exchange Server 2003 Administration 26 Activity 5-5: Configure Clients to Make Use of Address List Time Required: 10 to 20 minutes Objective: Configure Outlook to make use of a custom address list Description: Configure Outlook to make use of the custom City Recipient List Address list that was created in previous activity

MCSE Guide to Microsoft Exchange Server 2003 Administration 27 Offline Address Lists Set of address lists in files created and stored on the offline address lists server Default offline address list is: –Created when Exchange 2003 server is installed –Based on the Default Global Address List Multiple offline address lists may be created Mailbox store is associated with offline address lists Users with mailboxes on store may download list

MCSE Guide to Microsoft Exchange Server 2003 Administration 28 Activity 5-6: Configuring an Offline Address List Time Required: 10 to 20 minutes Objective: Configure an offline address list on your server Description: Configure an offline address list that will be composed of the Default Global Address List and previously created custom address lists

MCSE Guide to Microsoft Exchange Server 2003 Administration 29 Activity 5-7: Configuring Clients to Make Use Of Offline Address Lists Time Required: 5 to 10 minutes Objective: Configure an Outlook client to make use of an offline address list Description: Configure your Outlook client to make use of offline address lists

MCSE Guide to Microsoft Exchange Server 2003 Administration 30 Recipient Policies Recipient policy: collection of configuration settings applied to Exchange objects Two types of recipient policies are available –Mailbox Manager – address Recipient policies are applied with LDAP queries Tasks performed by default recipient policy: –Creates SMTP and X.400 addresses for all mail-enabled objects –Configures address for components (cc:Mail)

MCSE Guide to Microsoft Exchange Server 2003 Administration 31 Address Recipient Policies address recipient policies: –Control address generation in organization –Used to establish new global default addresses Multiple address recipient policies may be created Filters allow for the selective application of policies

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MCSE Guide to Microsoft Exchange Server 2003 Administration 34 Activity 5-8: Creating an Address Recipient Policy Time Required: 10 to 20 minutes Objective: Create an address recipient policy to configure a primary address to represent your organization Description: Create an address recipient policy that will be used to stamp your users with the organization name

MCSE Guide to Microsoft Exchange Server 2003 Administration 35 Activity 5-9: Creating Exceptions to Address Recipient Policies Time Required: 5 to 10 minutes Objective: Exclude individuals from having address recipient policies applied to them Description: Modify a test user created on your server to exclude her from having address recipient policies applied to her

MCSE Guide to Microsoft Exchange Server 2003 Administration 36 Mailbox Manager Recipient Policies Mailbox Manager recipient policies: –Tracks mailbox usage –Notifies users to cleanup messages –May perform cleanup by moving or deleting messages Messages processed according to storage folder Default triggers for Mailbox Manager processing: –Items in folder longer than 30 days –Items larger than 1 MB

MCSE Guide to Microsoft Exchange Server 2003 Administration 37 Mailbox Manager Recipient Policies (continued) Four message processing options are available –Generate Report Only –Move to Deleted Items Folder –Move to System Cleanup Folders –Delete Immediately Policies may be applied to all mailbox-enabled objects Activating Mailbox Manager is a two-part process –Create and configure Mailbox Manager recipient policy –Specify when and how mailbox management occurs Multiple Mailbox Manager policies may be created

MCSE Guide to Microsoft Exchange Server 2003 Administration 38 Activity 5-10: Creating a Mailbox Manager Policy Time Required: 10 to 20 minutes Objective: Create a Mailbox Manager policy that will notify users when they should clean up their mailboxes Description: Creating a Mailbox Manager policy helps users to be aware that they need to clean up their mailboxes on occasion

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MCSE Guide to Microsoft Exchange Server 2003 Administration 40 Recipient Update Service Recipient Update Service (RUS): –Builds and maintains address lists –Creates and maintains Exchange Server 2003 attribute values in Active Directory RUS runs as a thread of the System Attendant Service Two default RUS objects are created –RUS (Enterprise Configuration) –RUS (installation Active Directory domain) An additional RUS is needed if the server has recipients

MCSE Guide to Microsoft Exchange Server 2003 Administration 41 Recipient Update Service (continued) RUS responsibilities: –Automatic generation of SMTP addresses –Automatic generation of proxy addresses –Stamping proxyAddresses attribute on recipient objects in Active Directory RUS searches for objects to update in three ways –Update only new and modified objects –Update all objects by initiating a Rebuild event –Update objects corresponding to specific recipient policy

MCSE Guide to Microsoft Exchange Server 2003 Administration 42 Updating New and Modified Objects Default RUS behavior includes updating new and modified objects each time it runs –Running frequency is once a minute RUS tracks changes occurring on the domain controller Three events that cause RUS to update recipient objects: –New recipients –New address lists –Changes to existing address list

MCSE Guide to Microsoft Exchange Server 2003 Administration 43 Activity 5-11: Scheduling Address Recipient Policy Updates Time Required: 5 to 10 minutes Objective: Modify the schedule with which the RUS applies recipient policies Description: Configure the RUS to make modifications to addresses based on recipient policy changes

MCSE Guide to Microsoft Exchange Server 2003 Administration 44 Updating All Objects To update all objects, use the Rebuild option in Exchange System Manager Sequence of events following the selection of Rebuild: –Set msExchDoFullReplication attribute to true –RUS started by schedule of Update Now command –RUS looks at all objects in Active Directory –Rebuild process is completed –msExchDoFullReplication is set back to false

MCSE Guide to Microsoft Exchange Server 2003 Administration 45 Updating Objects Corresponding to a Specific Policy Filter on policy causes the RUS to take modified action Steps to altering a RUS default behavior: –Modify filter on policy –RUS queries for users who match the new and old filter –msExchPoliciesIncluded attribute reset –Administrator uses Apply Now option to apply the policy Three-step RUS decision process: –RUS determines the recipient policy to apply to the object –RUS determines whether the recipient is new –RUS adds selected primary address of type (if needed)

MCSE Guide to Microsoft Exchange Server 2003 Administration 46 Updating Objects Corresponding to a Specific Policy (continued) Conditions for the RUS to regenerate a primary address: –Recipient policy has been applied –gatewayProxy attribute is populated Conditions for adding secondary addresses: –When recipient is new –Policy has already been applied Be cautious if clearing the check box for a primary address –All addresses of that type are removed when the policy is applied

MCSE Guide to Microsoft Exchange Server 2003 Administration 47 Summary GALs are composed of several address lists Default address lists are created when Exchange Server 2003 installed Custom address lists are built on Active Directory attributes available for query To create an address list, define to whom the policy will be applied Select and filter recipients based on an LDAP query

MCSE Guide to Microsoft Exchange Server 2003 Administration 48 Summary (continued) Multiple ways to group recipients in an address list GAL should be listed before other types of lists Offline address list is created and stored on an offline address list server Policy is collection of configuration settings applied to Exchange objects Two types of policies are available in Exchange Server 2003

MCSE Guide to Microsoft Exchange Server 2003 Administration 49 Summary (continued) address recipient policies control address generation Mailbox Manager tracks mailbox usage Mailbox Manager recommends or performs cleanup RUS builds and manages address lists RUS creates and maintains Exchange Server 2003 specific attribute values