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70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration Chapter Three Managing Recipients 70 -284 MCSE Guide to Microsoft Exchange Server 2003

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 mailenabled existing group objects 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 2

Objectives (continued) • Discuss query-based distribution groups • Understand configure Exchange-related recipient object settings • Understand, configure, and apply recipient policies 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 3

Understanding Recipients • Recipient is an object that can receive messages • Examples of recipient objects: – – – – Users Inet. Org. Person objects Contacts Security groups Distribution groups Query-based distribution groups Public folders 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 4

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 e-mail messages, but does not have its own Exchange mailbox 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 5

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Users • Most common type of recipient created in an Exchange organization • Usually mailbox-enabled • Can be mail-enabled only 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 7

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Inet. Org. Person • Object that includes a set of properties to improve compatibility with other directory services – Such as Novell’s e. Directory • Can be both mailbox-enabled and mail-enabled • Supported in environments that use Exchange Server 2003 only 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 9

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 10

Groups • Collection of objects such as: – Users – Contacts – Other groups • Active Directory supports two types of groups – Security groups – Distribution groups 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 11

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 e-mail address • Distribution groups cannot be assigned rights or permissions – Used to send messages to a collection of users 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 12

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 13

Public Folders • Public Folders are Storage areas for e-mail messages and files in an Exchange organization • Must be configured as mail-enabled recipients 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 14

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 15

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 16

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 17

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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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 20

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 21

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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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 25

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 mailenabled universal distribution group • Description: To simplify the process of sending email messages to large groups of users, mailenabled distribution groups are commonly used 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 26

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Mail-enabling Existing Groups • Mailbox-enable an existing user after Exchange is installed • Also mail-enable existing security and distribution groups 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 29

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 30

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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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 32

Viewing the e-mail address associated with a group 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 33

Creating Mail-enabled Contacts • Contacts are mail-enabled (not mailbox-enabled) – Can only receive messages 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 34

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 35

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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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 38

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 39

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 40

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Configuring Recipient Settings • Tabs added to properties in Active Directory Users and Computers – – E-mail Addresses Exchange General Exchange Advanced Exchange Features 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 43

E-mail Addresses • Lists all e-mail addresses assigned to that object • By default, objects have two e-mail addresses assigned: – SMTP address – X. 400 address • Other addresses for the object can be modified 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 44

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 45

Activity 3 -7: Configuring E-mail Address and Exchange General Settings • Time Required: 15 minutes • Objective: Configure E-mail Address and Exchange General tab settings • Description: Configure settings on the E-mail Address and Exchange General tabs in the properties of a mailbox-enabled user object 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 46

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Exchange Features • Found in the properties of a mailbox-enabled user and Inet. Org. Person objects • Used to control user access to Exchange features, such as mobile services or protocols 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 49

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 50

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Exchange Advanced • Allows configuration of advanced Exchange-related settings for mailbox-enabled and mail-enabled recipients 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 52

Exchange Advanced (continued) • The settings found on this tab for a mailboxenabled user and Inet. Org. Person objects include: – – – Simple display name Hide from Exchange address lists Downgrade high priority mail bound for X. 400 Custom Attributes ILS Settings Mailbox Rights 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 53

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 54

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 55

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Recipient Policies • Recipient Policies are rules applied to selected users and groups • Apply additional e-mail addresses to users who meet the configured criteria 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 57

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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 58

Creating and Applying Recipient Policies • Policies are applied according to the schedule configured in the properties of the Recipient Update Service for the domain 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 59

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 e-mail addresses and mailbox management options 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 60

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Summary • Recipients in an Exchange organization include user, Inet. Org. Person, 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 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 62

Summary (continued) • Objects that can be mailbox-enabled include user and Inet. Org. Person objects • Objects that can be mail-enabled included user, Inet. Org. Person, contact, security group, distribution group, query-based distribution group, and public folder objects 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 63

Summary (continued) • New objects can be mailbox-enabled or mailenabled as part of the creation process after Exchange is installed • Existing objects can be mailbox-enabled or mailenabled using Exchange Task Wizard in Active Directory Users and Computers • Query-based distribution groups are a new feature in Exchange Server 2003 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 64

Summary (continued) • Exchange-specific settings in the properties of recipient objects are configured from the E-mail Addresses, Exchange General, Exchange Advanced, and Exchange Features tabs • Recipient policies are used to simplify and centralize the management of recipient settings for e-mail addresses and mailbox management processes 70 -284 MCSE Guide to Microsoft Exchange Server 2003 Administration 65