MCSE Guide to Microsoft Exchange Server 2003 Administration Chapter Three Managing Recipients

MCSE Guide to Microsoft Exchange Server 2003 Administration 2 Objectives Understand the different types of recipients supported by Exchange Server 2003 Create new user, group, and contact recipient objects Mailbox-enable existing user objects and mail- enabled existing group objects

MCSE Guide to Microsoft Exchange Server 2003 Administration 3 Objectives (continued) Discuss query-based distribution groups Understand and configure Exchange-related recipient object settings Understand, configure, and apply recipient policies

MCSE Guide to Microsoft Exchange Server 2003 Administration 4 Understanding Recipients Recipient is an object that can receive messages Examples of recipient objects: –Users –InetOrgPerson objects –Contacts –Security groups –Distribution groups –Query-based distribution groups –Public folders

MCSE Guide to Microsoft Exchange Server 2003 Administration 5 Understanding Recipients (continued) Exchange Server 2003 supports two types of recipients: –Mailbox-enabled recipient has a mailbox located on an Exchange server –Mail-enabled recipient can be sent messages, but does not have its own Exchange mailbox

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7 Users Most common type of recipient created in an Exchange organization Usually mailbox-enabled Can be mail-enabled only

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9 InetOrgPerson Object that includes a set of properties to improve compatibility with other directory services –Such as Novell’s eDirectory Can be both mailbox-enabled and mail-enabled Supported in environments that use Exchange Server 2003 only

MCSE Guide to Microsoft Exchange Server 2003 Administration 10 Contacts Objects that represent people external to a particular organization Can only be mail-enabled Added to the Exchange Global Address List (GAL) May be hidden from address lists if necessary

MCSE Guide to Microsoft Exchange Server 2003 Administration 11 Groups Collection of objects such as: –Users –Contacts –Other groups Active Directory supports two types of groups –Security groups –Distribution groups

MCSE Guide to Microsoft Exchange Server 2003 Administration 12 Groups (continued) Security groups are created for the purpose of assigning permissions and rights to users –Can be mail-enabled –All members of a group can be reached via a single address Distribution groups cannot be assigned rights or permissions –Used to send messages to a collection of users

MCSE Guide to Microsoft Exchange Server 2003 Administration 13 Query-based Distribution Groups Objects created when an Exchange organization is running in native mode –Member lists updated dynamically with Lightweight Directory Access Protocol (LDAP) query Can be mail-enabled

MCSE Guide to Microsoft Exchange Server 2003 Administration 14 Public Folders Public Folders are Storage areas for messages and files in an Exchange organization Must be configured as mail-enabled recipients

MCSE Guide to Microsoft Exchange Server 2003 Administration 15 Creating User, Group, and Contact Recipients The most common task associated with managing recipients include: –Creating new mailbox-enabled users –Mailbox-enabling existing users –Creating new mail-enabled groups –Mail-enabling existing groups –Creating new mail-enabled contacts

MCSE Guide to Microsoft Exchange Server 2003 Administration 16 Creating New Mailbox-enabled Users Create a new user object with Active Directory Users and Computers Account creation wizard gives the option of creating an associated Exchange mailbox

MCSE Guide to Microsoft Exchange Server 2003 Administration 17 Activity 3-1: Creating Mailbox-enabled Users Time Required: 15 minutes Objective: Create new mailbox-enabled user objects Description: One of the most common tasks associated with managing an Exchange organization is creating new mailbox-enabled recipients during the user object creation process

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MCSE Guide to Microsoft Exchange Server 2003 Administration 20 Mailbox-enabling Existing Users User and group objects need to be mailbox- enabled (or mail-enabled) The tool used to mailbox-enable and mail-enable existing objects is Exchange Task Wizard in Active Directory Users and Computers

MCSE Guide to Microsoft Exchange Server 2003 Administration 21 Activity 3-2: Mailbox-enabling an Existing User Object Time Required: 15 minutes Objective: Mailbox-enable an existing user object Description: Existing user objects might have been created prior to Exchange being installed, whereas others might have originally been added without creating an associated mailbox

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MCSE Guide to Microsoft Exchange Server 2003 Administration 25 Creating New Mail-enabled Groups Security or distribution group is created in an environment that includes Exchange Server The wizard that walks you through the process including an option to mail-enable the group

MCSE Guide to Microsoft Exchange Server 2003 Administration 26 Activity 3-3: Creating Mail-enabled Groups Time Required: 15 minutes Objective: Raise a domain to the Windows Server 2003 functional level and then create a new mail- enabled universal distribution group Description: To simplify the process of sending e- mail messages to large groups of users, mail- enabled distribution groups are commonly used

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MCSE Guide to Microsoft Exchange Server 2003 Administration 29 Mail-enabling Existing Groups Mailbox-enable an existing user after Exchange is installed Also mail-enable existing security and distribution groups

MCSE Guide to Microsoft Exchange Server 2003 Administration 30 Activity 3-4: Mail-enabling an Existing Group Time Required: 10 minutes Objective: Mail-enable an existing security group Description: Existing group objects might have been created prior to Exchange being installed, whereas others might have originally been added without creating an associated mailbox

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MCSE Guide to Microsoft Exchange Server 2003 Administration 32 Expanding Mail-enabled Groups Expanding a group is determining its individual members Process is resource intensive if the group contains many members Possible to designate a particular Exchange server as an expansion server –Reduces the load on other servers

MCSE Guide to Microsoft Exchange Server 2003 Administration 33 Viewing the address associated with a group

MCSE Guide to Microsoft Exchange Server 2003 Administration 34 Creating Mail-enabled Contacts Contacts are mail-enabled (not mailbox-enabled) –Can only receive messages

MCSE Guide to Microsoft Exchange Server 2003 Administration 35 Activity 3-5: Creating a Mail-enabled Contact and Adding It to a Distribution Group Time Required: 10 minutes Objective: Create a mail-enabled contact and then add it to a distribution group Description: Contact objects store details about users external to an organization

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MCSE Guide to Microsoft Exchange Server 2003 Administration 38 Query-Based Distribution Groups Allows membership of a distribution group to be built according to the results of an LDAP query Combined as members of a single, normal distribution group to provide a greater flexibility Computationally taxing for an Exchange server

MCSE Guide to Microsoft Exchange Server 2003 Administration 39 Creating Query-based Distribution Groups First define an LDAP query No query knowledge necessary –Find Exchange Recipient window used to create the query in the same manner as searching for a recipient

MCSE Guide to Microsoft Exchange Server 2003 Administration 40 Activity 3-6: Creating a Query-based Distribution Group Time Required: 15 minutes Objective: Create a query-based distribution group Description: Query-based distribution groups are built from the results of an LDAP query to dynamically add members to a group based on the specified search criteria

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MCSE Guide to Microsoft Exchange Server 2003 Administration 43 Configuring Recipient Settings Tabs added to properties in Active Directory Users and Computers – Addresses –Exchange General –Exchange Advanced –Exchange Features

MCSE Guide to Microsoft Exchange Server 2003 Administration 44 Addresses Lists all addresses assigned to that object By default, objects have two addresses assigned: –SMTP address –X.400 address Other addresses for the object can be modified

MCSE Guide to Microsoft Exchange Server 2003 Administration 45 Exchange General Allows configuration of general Exchange settings that apply to mailbox-enabled and mail-enabled recipients Configurable settings include: –Mailbox store –Alias –Delivery Restrictions –Delivery Options –Message Size –Storage Limits

MCSE Guide to Microsoft Exchange Server 2003 Administration 46 Activity 3-7: Configuring Address and Exchange General Settings Time Required: 15 minutes Objective: Configure Address and Exchange General tab settings Description: Configure settings on the Address and Exchange General tabs in the properties of a mailbox-enabled user object

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MCSE Guide to Microsoft Exchange Server 2003 Administration 49 Exchange Features Found in the properties of a mailbox-enabled user and InetOrgPerson objects Used to control user access to Exchange features, such as mobile services or protocols

MCSE Guide to Microsoft Exchange Server 2003 Administration 50 Activity 3-8: Configuring Exchange Features Settings Time Required: 10 minutes Objective: Configure Exchange Features tab settings Description: The Exchange Features tab in the properties of a mailbox-enabled recipient allows you to enable or disable access to different mobile services and protocols

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MCSE Guide to Microsoft Exchange Server 2003 Administration 52 Exchange Advanced Allows configuration of advanced Exchange-related settings for mailbox-enabled and mail-enabled recipients

MCSE Guide to Microsoft Exchange Server 2003 Administration 53 Exchange Advanced (continued) The settings found on this tab for a mailbox- enabled user and InetOrgPerson objects include: –Simple display name –Hide from Exchange address lists –Downgrade high priority mail bound for X.400 –Custom Attributes –ILS Settings –Mailbox Rights

MCSE Guide to Microsoft Exchange Server 2003 Administration 54 Exchange Advanced (continued) Settings on the Exchange Advanced tab that are specific to mail-enabled group recipients include: –Expansion Server –Out-of-office replies –NDR (non-delivery report) settings

MCSE Guide to Microsoft Exchange Server 2003 Administration 55 Activity 3-9: Configuring Exchange Advanced Settings Time Required: 10 minutes Objective: Configure Exchange Advanced tab settings Description: Settings on the Exchange Advanced tab in the properties of a mailbox-enabled recipient configure everything from custom attributes to mailbox rights

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MCSE Guide to Microsoft Exchange Server 2003 Administration 57 Recipient Policies Recipient Policies are rules applied to selected users and groups Apply additional addresses to users who meet the configured criteria

MCSE Guide to Microsoft Exchange Server 2003 Administration 58 Understanding Recipient Policy Application All recipients fall under the scope of the Default recipient policy Policies are assigned a priority value that controls the order in which the policies are examined and replied Policies with a lower priority are ignored

MCSE Guide to Microsoft Exchange Server 2003 Administration 59 Creating and Applying Recipient Policies Policies are applied according to the schedule configured in the properties of the Recipient Update Service for the domain

MCSE Guide to Microsoft Exchange Server 2003 Administration 60 Activity 3-10: Creating and Applying Recipient Policies Time Required: 20 minutes Objective: Create and apply a recipient policy Description: Recipient policies make it easy for an administrator to centralize the management of recipient addresses and mailbox management options

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MCSE Guide to Microsoft Exchange Server 2003 Administration 62 Summary Recipients in an Exchange organization include user, InetOrgPerson, contact, security and distribution group, query-based distribution group, and public folder objects Recipients that are mailbox-enabled can send and receive messages and have storage mailbox Recipients that are mail-enabled can receive messages only, and do not have a mailbox assigned

MCSE Guide to Microsoft Exchange Server 2003 Administration 63 Summary (continued) Objects that can be mailbox-enabled include user and InetOrgPerson objects Objects that can be mail-enabled included user, InetOrgPerson, contact, security group, distribution group, query-based distribution group, and public folder objects

MCSE Guide to Microsoft Exchange Server 2003 Administration 64 Summary (continued) New objects can be mailbox-enabled or mail- enabled as part of the creation process after Exchange is installed Existing objects can be mailbox-enabled or mail- enabled using Exchange Task Wizard in Active Directory Users and Computers Query-based distribution groups are a new feature in Exchange Server 2003

MCSE Guide to Microsoft Exchange Server 2003 Administration 65 Summary (continued) Exchange-specific settings in the properties of recipient objects are configured from the Addresses, Exchange General, Exchange Advanced, and Exchange Features tabs Recipient policies are used to simplify and centralize the management of recipient settings for addresses and mailbox management processes