
Special Edition Microsoft Exchange Server 5.5


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Creating and Configuring Recipients
A recipient is any directory object that is designed to receive information. This
chapter explains the administrative process of creating and modifying these objects.
Microsoft Exchange provides several tools to assist administrators in creating user
mailboxes. The Microsoft Exchange Migration tool and the Import command in the Administrator
program enable you to import directory lists in bulk from external systems, such
as Novell NetWare or Lotus cc: Mail.
You manage recipients from the Administrator program. This program displays recipient
objects when the users clicks their containers within the exchange hierarchy. Microsoft
Exchange Server utilizes the following four types of recipients:
- Mailbox--A mailbox is a container for messaging data. Generally, a mailbox
has only one user. However, a group of users can sometimes share a mailbox.
- Custom Recipient--A custom recipient defines a mail location outside of
the Microsoft Exchange Server environment. Most often users on the Internet, or on
other foreign messaging systems, are custom recipients.
- Distribution List--A distribution list is a group of recipients. A message
sent to a distribution list is forwarded to all the users who are members of that
list.
- Public Folder--A public folder is a container for information shared among
Microsoft Exchange users.
Each recipient has multiple property sheets that hold its settings. This section
demonstrates how to create and configure each of the four recipient types that the
Microsoft Exchange Server defines.
NOTE: Whenever you create a new recipient of any sort, you must
first select the recipient container in which you want to store the new object. If
you select none, the system notifies you that you cannot create recipients in the
parent container.
For example, select New Mailbox from the Exchange Administrator file in the Garland
site. You have not selected either the main recipients container or any other custom
container; therefore, the dialog box in Figure 16.1 appears.
FIG. 16.1 The notice displays
when you have not pre-selected the proper container for the object.
Creating Mailboxes
Creating Mailboxes
The most common type of recipient is the mailbox. As mentioned previously, each
mailbox generally has one user assigned to it. Several users, however, might share
one mailbox. The term mailbox refers specifically to a Microsoft Exchange
recipient on a Windows NT Server.
You can create a new mailbox using one of the following two methods:
- 1. Use the Windows NT User Manager to create an NT user account along
with a mailbox.
- 2. Use the Microsoft Exchange Administrator program to create a mailbox
for either a new or existing Windows NT account.
Creating a Mailbox with User Manager
The Microsoft Exchange Server installation includes what is referred to as the
Microsoft Exchange User Manager Extension (see Figure 16.2). The extension adds the
menu Exchange to your Windows NT User Manager. The menu enables you to use
the Windows NT User Manager to set up a new Windows NT account in conjunction with
an Exchange mailbox.
FIG. 16.2 The User Manager
Extension enables you to add and delete Exchange mailboxes along with accounts in
the Windows NT User Manager.
The Exchange menu enables you to view a user's mailbox properties without having
to launch the Exchange Administration program. More importantly, the Exchange menu
integrates the creation of new Windows NT domain users with the creation of new Exchange
mailboxes. You can use the following options to configure the Exchange User Manager
Extension:
- 1. Choose Options under the Exchange menu. The dialog box in Figure 16.3
appears.
- 2. You can configure the User Manager Extension to always create an Exchange
mailbox when you create a new user account. The option Always Create an Exchange
Mailbox when Creating Windows NT Accounts sets up the User Manager to contact your
Exchange Server. The selection also makes a user mailbox every time you create a
new Windows NT user. If you check this box, immediately after you create a new user
the standard Exchange mailbox property sheets appear for configuration. By default,
this option is checked when you install Exchange Server.
FIG. 16.3 You can select
from the Options dialog box to configure the User Manager Extension.
- 3. You can configure the User Manager Extension to always delete the mailbox
when you delete the user account. The option Always Delete the Exchange Mailbox When
Deleting Windows NT Accounts sets up the User Manager to contact your Exchange Server
and delete a user's mailbox. By default, this option is checked when you install
Exchange Server.
NOTE: For the preceding option to function properly, you must be
certain that the Microsoft Exchange Server is running properly.
- 4. Checking Always Prompt For Microsoft Exchange Server brings up the
Exchange Server dialog box every time the User Manager attempts a connection to Exchange.
This option is not checked by default.
- 5. The Default Microsoft Exchange Server box displays the Exchange Server
in which the User Manager Extension creates new user boxes. You can type in a new
name. Alternatively, you can click Browse to select a different server.
- 6. Click Container to select a custom recipient container. By default,
None is selected. This means that all new mailboxes become part of the general recipient's
container.
- 7. Click Apply to set these properties and continue with other properties.
If you finish all settings, click OK to return to the User Manager.
Creating Mailboxes in the Exchange Administrator
You often want to create or administer several types of recipients. Another way
to do this is to create a new user mailbox from within the Exchange Administrator
program.
To create a new mailbox from within the Microsoft Exchange Administrator, choose
the item New Mailbox from the File menu. When the property pages for a new mailbox
appear, you can proceed to the next step.
Configuring Mailbox Property Pages
No matter how you create the account, the property sheets associated with that
mailbox are the same. The following is a list of property pages that are covered
in the discussion of mailboxes:
- General Information--You use the property page to record basic mailbox
information, such as name and location.
- Organizational Information--You use the page for optional information
about, for example, a company's organization. This might include a manager or people
who report to the mailbox owner.
- Phone/Notes--You can use the page to enter detailed telephone information
and perhaps a long note about the user.
- Distribution Lists--The category specifies the distribution lists to which
the recipient belongs.
- Email Addresses--This page enables you to create, modify, and delete alternate
addresses for this mailbox.
- Delivery Restrictions--The category defines from which addresses this
mailbox does or does not accept messages.
- Delivery Options--From here, you can give Send on Behalf permission and
specify alternate recipients for messages sent to this mailbox.
- Custom Attributes--The category enables you to add up to ten administrator-defined
fields that you may use to keep additional information about the mailbox.
NOTE: You define the field names on the DS Site Configuration custom
attributes page.
- Advanced--The page, changed in Exchange 5.5, contains settings relating
to advanced administrator functions (trust levels, text formatting, and hidden/not
hidden status). New functions enhance environments that are used NetMeeting.
- Limits--Limits is a new page in Exchange 5.5 that has the settings that
control message size and storage size along with new functionality for deleted items.
- Protocols--The category specifies the available protocols to which the
recipient belongs.
The General Page
The primary purpose of the General property page is to hold user information for
a mailbox. In these fields, you give the mailbox the name by which it is known to
the Exchange Directory and to all other users.
Display Name and Alias Name The key elements of a mailbox name
are the Display Name and the Alias Name. Display Name is the name that appears in
the Administrator window and in the Address Book. Alias Name is the string used to
generate other addresses for this mailbox, such as the Internet address.
For example, a suitable Microsoft Exchange Display Name can be Inti Shaikh with
the Alias Name ISHAIKH. The Administrator program and Address Book show the display
name Inti Shaikh. The SMTP address for this account, however, is formulated as aliasname@domain
or ISHAIKH@SWSPECTRUM.COM.
NOTE: A mailbox is often referred to by its user name, which is
the same as its Display Name.
The following explains how to set general properties for the mailbox:
- 1. Choose Recipients in the Exchange Server Administrator window. The
list of mailboxes appears on the right side of the window. Open the mailbox you want
to configure.
NOTE: If you just created a new mailbox, you can omit the preceding
step. The reason is that the property pages appear immediately after you create a
new mailbox.
- 2. Select the General tab. The dialog box in Figure 16.4 appears.
FIG. 16.4 The General page
option enables you to select the mailbox you want to configure.
- 3. Enter the user's first name in the appropriate box.
- 4. Enter the user's middle initial in the Initials box.
- 5. Enter the user's last name in the appropriate box.
- 6. Type an alias that you use to generate other email addresses for this
recipient.
- 7. Enter postal information in the available Address boxes.
- 8. Enter appropriate company and location (Department, Office) information
for this user.
- 9. The Primary Windows NT Account sets the corresponding system account
for this mailbox. The following section contains a more advanced description of this
button.
- 10. Click Apply to set the properties and continue with other properties.
If you finish with all settings, click OK to return to the Administrator program.
NOTE: You can give a generic name to a mailbox that more than one
person uses. You might name a mailbox that multiple people monitor for purposes of
technical support Tech Support.
TIP: Microsoft Exchange Server can automatically generate a Display
Name and Alias Name when you type the user's first and last names.
NOTE: Display and Alias are the only two required fields related
to the general property page.
Primary Windows NT Account Every Microsoft Exchange mailbox
must have an associated Windows NT account, which is referred to as the primary Windows
NT account. Logging into Windows NT gives you full access to Microsoft Exchange mailboxes
for that user name/ID. If you create an Exchange mailbox in the Windows NT User Manager,
the primary Windows NT account name is that new account.
The following shows how to set a primary Windows NT account from the Exchange
Administrator program:
- 1. Select the General tab in the new mailbox property sheet.
- 2. Click the Primary Windows NT Account button.
- 3. Use Select an Existing Windows NT Account to browse through the Add
Users and Groups dialog box. Select one. Then click OK.
- Alternatively, you can use Create a New Windows NT Account to bring up the Create
Windows NT Account dialog box (see Figure 16.5).
FIG. 16.5 Create a Windows
NT user account for an Exchange mailbox without using the User Manager.
- 4. Pick the NT domain in which you want to create this account. Type a
name in the Account Name box.
- 5. Click OK. The password for this newly created Windows NT account is
the same as the mailbox's Display Name.
The Organization Page
The Organization property page records data pertinent to how your company functions.
The information found in this place are names of individuals who report to this mailbox
owner and the mailbox owner's manager. These individuals are all identified by their
Exchange mailboxes. All the information is optional. The given space helps you to
organize the information, however. The space also provides for a specific definition
of your organization with Exchange.
To set the organization information, first specify the Manager of the mailbox
owner:
- 1. Select the Organization tab. The dialog box in Figure 16.6 appears.
FIG. 16.6 The Organization
properties page enables you to define an executive hierarchy by Exchange mailboxes.
- 2. Click the Modify button under the Manager box. The address book displays.
Select a recipient. Click OK. By default, the Manager space is blank.
- 3. To clear the Manager setting, click the Clear button.
Next, specify a list of people who report to this mailbox owner, as follows:
- 1. Under the Direct Reports box, click Modify.
- 2. On the left window select the appropriate mailboxes. Click Add to create
a list on the right. Manually select and delete names in the right window to remove
mailboxes from the list. Click OK to return to the Organization page.
- 3. Click Apply to set the properties and continue with other properties.
When you finish with all settings, click OK to return to the Administrator program.
The Phone/Notes Page
The Phone/Notes property page gives you plenty of room to enter detailed telephone
information concerning a mailbox user. A large note space is also on the page to
include any necessary comments. Once again, all these fields are optional.
The following explains how to configure the Phone/Notes property page:
- 1. Select the Phone/Notes tab of the Mailbox property page. The dialog
box in Figure 16.7 appears.
FIG. 16.7 Include any relevant
telephone data or notes.
- 2. Enter all relevant phone numbers in their appropriate boxes.
- 3. If you need an administrative note, you can enter one on the page.
- 4. Click Apply to set the properties and continue with other properties.
If you finish with all settings, click OK to return to the Administrator program.
The Distribution Lists Page
In the Distribution Lists property page, you define the mailbox's membership to
various distribution lists. Distribution lists are types of recipients. The following
discussion covers the lists in more detail.
You can add distribution list membership using the following steps:
- 1. Select the Distribution Lists tab in the user's mailbox. The dialog
box in Figure 16.8 appears.
FIG. 16.8 Define distribution
list membership for a mailbox.
- The dialog box contains the distribution lists of which the user is a member.
By default, a new mailbox is not a member of any of the lists.
- 2. Click Modify to change group membership. An Address Book window appears.
In the window you can add or delete your desired distribution lists. Click OK.
NOTE: If no lists are available, and you want to create some new
lists, see the instructions later in this chapter. The instructions explain how to
define those recipients.
- 3. Click Apply to set the properties and continue with other ones. If
you finish with all settings, click OK to return to the Administrator program.
The Delivery Restrictions Page
Delivery restrictions screen incoming mail. Using the settings in the Delivery
Restrictions property page, you can define specific senders from which the mailbox
rejects mail. Alternatively, you can define a list of addresses from which this mailbox
only accepts messages. The two options are mutually exclusive. Exchange, however,
enables you to select senders in both lists.
The following explains how to set the options:
- 1. Select the Delivery Restrictions tab. The dialog box in Figure 16.9
appears.
- The left window lists only the senders that are permitted to send messages to
the mailbox. Alternatively, the right window lists senders who are rejected if they
send messages to the mailbox. By default, both windows are empty.
FIG. 16.9 The Delivery Restrictions
page enables you to specify users who can and cannot direct messages to a mailbox.
- 2. Click Modify under each window to add or delete senders. The Address
Book dialog box opens. Type or select senders from the list. Alternatively, you can
delete them in this window. Click OK when you finish and want to return to the Delivery
Restrictions property sheet.
- 3. Click Apply to set the properties and continue with others. When you
finish with all settings, click OK to return to the Administrator program.
The Delivery Options Page
You can configure a Microsoft Exchange Mailbox with special options that provide
some interesting functions. You can set the following two different delivery options
on the Delivery Options property page:
- Alternate Recipient for a Mailbox--You can set another recipient to receive
mail intended for the mailbox.
- Send On Behalf Permissions--Gives other users the right to send messages
as if the messages originated from the primary user.
Alternate Recipient Occasionally, you need to set alternate
recipients for email directed at a particular destination.
In our previous example, Jack is going on vacation for two weeks. Instead of bouncing
the messages back with an auto reply, however, you can redirect them to an assistant's
mailbox.
Use the following steps to set up alternate recipients:
- 1. Select the Delivery Options tab. The dialog box appears. The Alternate
Recipient settings are in the lower-left corner of the dialog box. By default, the
None option button is selected, and no entry is in the box below it.
- 2. Under Alternate Recipient click Modify. The Address Book dialog box
appears. Select the recipient to whom you want all messages from this mailbox redirected.
Click Add. Click OK to confirm your selection and return to the Delivery Option property
page.
- 3. Select the And Alternate Recipient check box to both redirect a message
to the alternate recipient and deliver it to the principal mailbox. The option delivers
two messages. By default, the check box is not checked.
Send On Behalf The Send On Behalf feature creates a situation
in which one or many individuals are allowed to send mail on behalf of the
primary mailbox. Authority is distributed across several users.
The following is an example of using the Send On Behalf feature. Michael Navarro,
a 3D graphics technical director in Los Angeles, has a team of animators. Michael
is currently the lead on a special effects project with a major studio. The animators
can communicate electronically with the effects supervisor at the studio. Each animator
has the Send On Behalf privileges on the Michael Navarro mailbox. Animator Richard
d'Andrea sends a message requesting information from the effects supervisor. The
message received by the effects supervisor is titled as sent by Richard D'Andrea
on behalf of Michael Navarro.
Use the following steps to set up Send On Behalf privileges:
- 1. Select the Delivery Options tab. You find the Send On Behalf settings
in the top half of the property page. The Give Send On Behalf Of Permission
To window displays all the users that have been granted this right.
- 2. Click Modify to edit the user list. The Address Book dialog box appears.
In the left window, choose the user to which you want to grant the permission. Click
Add to add users. You can also delete the names from the user list on the right window.
Click OK to confirm your selection and return to the Delivery Options property page.
- 3. Click Apply to set these properties and continue with other ones. When
you finish with all settings, click OK to return to the Administrator program.
The Custom Attributes Page
The Custom Attributes property page lets you define up to ten extension fields
for this mailbox.
Use the following steps to set up Custom Attributes:
- 1. Select the Custom Attributes tab. The dialog box in Figure 16.10 appears.
FIG. 16.10 Set values for
the custom attributes designated for this site.
- 2. The dialog box lists all ten custom attributes on the left side of
the box, and you enter the user's values on the right.
- 3. Type values for as many Custom Attributes as you want.
- 4. Click Apply to set the properties and continue with other properties.
When you finish with all settings, click OK to return to the Administrator program.
The Advanced Page
Advanced properties are mainly concerned with the attribute information of a mailbox's
system. The following are the advanced properties:
- Simple Display Name--The name is used by systems that cannot interpret
all the characters, such as spaces, in a normal display name.
- Directory Name--The name is a read-only field and is the name by which
this object is known within its context in the directory. This name shows only for
information purposes, and you cannot change it in this property sheet.
- Trust Level--The directory replication trust level determines whether
a recipient replicates to another site. If the trust level assigned to the recipient
exceeds the trust level set for the connector during Directory Synchronization setup,
the mailbox does not replicate. Chapter 2, "Understanding Exchange's Organization
and Sites," further discusses the application of trust levels.
- Online listings information--The property enables you to input an ILS
Server name and an ILS account. The information enables other users to find the mailbox's
owner in order to set up online meetings.
- Home Server--The home server is the Exchange Server on which the mailbox
physically resides. The user must log on to the server listed to employ its client.
- Downgrade High Priority X.400 Mail--You can disallow the right to send
high priority X.400 messages by using the downgrade property. By default, this checkbox
is unchecked.
- Container Name--The property is the name of the recipients container in
which this mailbox resides. The value appears only for information purposes, and
you cannot change it in this property sheet.
- Administrative Note--The note contains comments pertaining to settings
on this page.
The following are steps to help you configure Advanced properties:
- 1. Select the Advanced tab. The dialog box in Figure 16.11 appears.
- 2. Enter a Simple Display Name to be used by systems that cannot interpret
all the characters in a normal display name.
- 3. Set the mailbox's Trust Level to the desired level.
FIG. 16.11 The Advanced
property page gives you control over several mailbox functions related to the system.
- 4. If you want to change the server on which the mailbox resides, select
it from the Home Server pop-up menu. The entire contents of the mailboxes transfer
to the new server's information store.
NOTE: The preceding example has the same function as selecting Move
Mailbox from the Administrator Tools menu.
- 5. On the Advanced property page, you can enter optional comments providing
custom notes or instructions for a mailbox here (up to 1,024 characters). For example,
in the comment space, you can record the reasons for overriding information store
defaults.
- 6. Click Apply to set the properties and continue with other properties.
When you finish with all settings, click OK to return to the Administrator program.
The Limits Page
The Limits page has a number of properties that were previously on the Advanced
tab. You can set individualized restrictions in the Limits page for individuals who
have special circumstances or may need a little more space than you have set on the
Information Store. The following are the properties:
- Deleted Item Retention Time--The area enables you to set specific limits
on how long deleted items are retained in the mailbox. The selections are exactly
like those that appear in the Private Information Store properties.
- Message Sizes--The property sets restrictions on maximum outgoing and
incoming message sizes (in kilobytes) for this mailbox. Any message above the set
limits in size return as nondeliverable.
- Information Store Storage Limits--You can set upper storage limits for
the mailbox using the Information Store Storage Limits property. By default, a mailbox
uses the values set on the Private Information Store property pages.
FIG 16.12 The Limits page
set mailbox limits that can differ from the Information Store.
Any client newsreader can access news groups and public folders on Exchange.
Creating Custom Recipients
You can define custom recipients for sending messages to users outside the Microsoft
Exchange organization global address list. Normally, the recipients are Microsoft
Mail users, SMTP users (Internet), or foreign X.400 system users. You can also create
custom recipients for any other third-party connector or gateway. After you create
recipients, you can replicate across your organization as part of the global address
list. The recipients can receive messages from and send messages to a Microsoft Exchange
Server. A global icon in the Exchange Administrator program identifies custom recipient
objects. Property pages for custom recipients are quite similar to those of standard
Exchange mailboxes. The pages for custom recipients do not have as many advanced
features as the latter.
The following steps help you to create a new custom recipient:
- 1. Select New Custom Recipient from the Administrator program File menu.
The New Email Address dialog box in Figure 16.13 appears:
FIG. 16.13 Address types
for all installed connections and gateways appear in this dialog box.
- 2. Select an email address type for your new custom recipient. All installed
connector types are listed. Click OK.
- 3. In the preceding dialog box, enter the appropriate delivery information
for the selected address type.
- 4. Click OK to set the address and proceed to the Exchange Custom Recipient
Object property pages.
The following steps show you how to enter delivery addresses for specific custom
recipients. Configuring a cc:Mail custom recipient is discussed later in this chapter:
- 1. Enter the user's Display Name (see Figure 16.14).
- 2. Enter the user's cc:Mail Mailbox name on the post office.
- 3. Enter the cc:Mail Post Office through which the user receives messages.
The following steps show you how to enter delivery addresses for specific custom
recipients. Configuring a Microsoft Mail custom recipient is discussed later in this
chapter:
- 1. Enter the correct name for the post office.
- 2. Enter the Microsoft Mail Network name on which this user receives messages.
FIG. 16.14 You need to
specify delivery information for a cc:Mail post office recipient.
- 3. Enter the Microsoft Mail Network name for the post office through which
this user receives messages.
- 4. Enter the user's Microsoft Mail Mailbox name on the preceding post
office (see Figure 16.15).
FIG. 16.15 You need to
specify delivery information for a Microsoft Mail (PC) post office recipient.
- 5. Click OK to proceed to the Exchange Custom Recipient property pages.
The following steps explain how to enter a custom Microsoft Mail for an AppleTalk
address:
- 1. Enter the user's Display Name (see Figure 16.16).
FIG. 16.16 You need to
specify delivery information for a Microsoft Mail (AppleTalk) Server recipient.
- 2. Enter the recipient's User Name as it appears on the Macintosh Server.
- 3. Enter the Macintosh Server name for this recipient.
- 4. Click Always Send to This Recipient in Microsoft Exchange Rich-Text
Format to maintain special message formatting in messages transmitted to this recipient.
- 5. Click OK to proceed to the Exchange Custom Recipient property pages.
Complete the following steps to enter a custom Internet or other SMTP address:
- 1. Enter an SMTP address in the single Email address box.
- 2. Click OK to proceed to the Exchange Custom Recipient property pages
(see Figure 16.17).
FIG. 16.17 Entering an
Internet address.
You must specify an Internet or other SMTP address in the window (must be in the
user@domain format).
Two property pages are available to enter an X.400 address. The General page enables
you to define the specific address for a foreign X.400 recipient (see Figure 16.18).
You can add more information for this recipient by using the Advanced page.
FIG. 16.18 This General
property page defines a foreign X.400 recipient's delivery information.
Configuring Properties for a Custom Recipient
After selecting the address type and entering delivery information for a custom
recipient, you see the Exchange property pages for this recipient. You can also use
this section as a reference for modifying custom recipient property pages after you
create the object.
The following explains how to complete the Exchange property pages for a recipient:
- General Information--Records basic recipient information, such as name,
location, title, and company. The section also enables you to change the email address
and its type for the custom recipient.
- Specifics About the Organization--You can add optional information about
your company's organization, such as a manager and the people who report to the recipient.
- Phone Number and Notes--You can enter detailed telephone information and
any additional notes about the user.
- Distribution Lists that Include the Recipient--The page specifies the
distribution lists to which the recipient belongs.
- Email Addresses--The page enables you to create, modify, and delete alternate
addresses for the recipient.
- Delivery Restrictions--The page defines from which addresses the mailbox
does or does not accept messages.
- Custom Attributes--The page adds up to ten administrator-defined fields
that you can use to keep additional information about the recipient.
- Advanced Page--The page contains all the settings concerned with advanced
administrator functions, such as trust levels, message sizes, text formatting, and
hidden/not hidden status.
The following sections explain the process of configuring custom recipient property
pages. The specifics of each of the pages are discussed in depth.
The General Page
Select the General property page (see Figure 16.19). The property page is almost
identical to that of an Exchange mailbox. The main difference is the Email button
in the bottom-left corner of the window. When you click the button, the dialog box
in Figure 16.20 appears.
NOTE:otice the globe icon denoting a custom recipient.
- 1. Select Modify Existing Email Address to edit the recipient address
in the appropriate dialog box for the current address type.
- 2. Select Create New Email Address to create an entirely new address using
the same process described previously.
FIG. 16.19 The General
property page gives you control over several system- related mailbox functions.
FIG. 16.20 Choose to edit
the current email address or create a new one.
- 3. A box to the right of the Email address button shows the current address
type and value of the custom recipient. Address types are abbreviated in the following
way:
MS: |
Microsoft Mail for PC networks |
MSA: |
Microsoft Mail for AppleTalk networks |
SMTP: |
Simple Mail Transfer Protocol addresses, such as for the Internet |
X.400: |
Foreign X.400 addressees |
The Organization Page
If this custom recipient has one or more managers, and certain individuals must
report to them, enter these names in the spaces provided. The Organization property
page is functionally equivalent to a standard mailbox's Organization property page.
The Phone Number and Notes Page
On this page you can enter detailed phone number information for this custom recipient.
The Phone Number and Notes property page is functionally equivalent to a standard
mailbox's Phone Number and Notes property page.
The Distribution Lists Page
You can add custom recipients to distribution lists as any other recipient. The
Distribution Lists property page is functionally equivalent to a standard mailbox's
Distribution Lists property page.
The Email Addresses Page
The Email Addresses page holds a list of email addresses automatically created
for this directory object. You can alter the recipient's principal from the window,
so that it is the same as the principal on the General property page. The addresses
are used when routing messages from other connected mail systems, such as Microsoft
Mail. The Email Addresses property page is functionally equivalent to a standard
mailbox's Email Addresses property page.
The Delivery Restrictions Page
By using the Delivery Restrictions Page, you can define other users within the
Exchange organization that cannot send messages to this custom recipient. The Accept
Messages From and Reject Messages From windows are functionally equivalent to a standard
mailbox's Delivery Restrictions property page.
The Custom Attributes Page
Enter additional custom recipient data in the appropriate fields. The Custom Attributes
property page is functionally equivalent to a standard mailbox's Custom Attributes
property page.
The Advanced Page
Use the Advanced property page to create a simple display name for this recipient,
if required. You also use this page to set a trust level as needed for either directory
replication, synchronization, or both. Also, set an upper limit for the size of messages
addressed to the recipient. Similar to a mailbox, you can select to enable rich text
formatting for messages to the recipient, or you can choose to hide the formatting
from displaying in the address book.
When you select the Advanced tab, the dialog box in Figure 16.21 appears.
Because a custom recipient does not use storage space in a private information
store, maximum storage options are removed from this page. Also, you have no option
to change the home server for the recipient. The reason is that no messages are stored
locally for the recipient.
FIG. 16.21 You can set advanced
properties for this recipient using the Advanced page.
The Protocols Page
The Protocols Page
Enter additional protocols data in the appropriate fields. The Protocols property
page is functionally equivalent to a standard mailbox's Protocols property page.
NOTE: Custom recipients do not have a Delivery Options property
page. Therefore, you cannot specify alternate recipients. You also cannot give Send
On Behalf privileges to that recipient.
Creating Distribution Lists
The following describes the function of the property pages for a Distribution
List:
- General Information--The General Information property page records basic
recipient information, such as name, owner, and members. The General Information
property page also enables you to select the expansion server for the list.
- Distribution Lists--The Distribution Lists property page specifies the
distribution lists to which the distribution list belongs. You can nest lists within
each other to develop a hierarchy for message distribution.
- Email Addresses--The Email Addresses page enables you to create, modify,
and delete alternate addresses for the distribution list.
- Delivery Restrictions--The page defines from which addresses this distribution
list does or does not accept messages.
- Custom Attributes--On this page you can add up to ten administrator-defined
fields that you use to keep additional information about the distribution list.
- Advanced Page--The page contains all the settings concerned with advanced
administrator functions, such as trust levels, message sizes, reporting options,
and hidden/not hidden status.
The General Page
The following describes the function of the General tab in the Distribution List
property page:
- 1. Select the General tab in the Distribution List property page. The
dialog box in Figure 16.22 appears.
FIG. 16.22 The General
property page gives you control over several system- related mailbox functions.
- 2. Enter a Display Name for this distribution list, as you want it to
appear in the address book.
- 3. Enter an Alias Name which you use to generate other email addresses
for this distribution list.
- 4. The Owner box displays an Exchange user that has the right to modify
a list's membership from within the Exchange client. Normally, only an administrator
can modify a list's membership. Click Modify to open the Address Book dialog box.
Select an owner from the list. Then click OK. Use the Clear button to remove that
user as the distribution list owner.
- 5. The Members box lists the current distribution list membership. Click
Modify to bring up an address list. You can then click ADD to put new members on
the list. Members can be mailboxes, custom recipients, or other distribution lists.
- 6. You can also select an Expansion Server for this list. By default,
Any Server In Site is selected, and the distribution list expands on the server from
which the list was sent. Choose a specific server from the menu, and the distribution
list will always expand on the chosen server.
- 7. Enter any additional notes in the Note box.
- 8. Click Apply to set the properties and continue with other ones. When
you finish with all settings, click OK to return to the Administrator program.
The Distribution Lists Page
You can nest distribution lists by making them members of other lists. Click the
Modify button to add or delete other distribution lists of which the list is a member.
The following example illustrates how you can nest one list in another: Three
new distribution lists are in the SWSPECTRUM organization. The first two lists are
named SWS LA and SWS Houston. Each distribution list has a membership of users, including
mailboxes and custom recipients. The third address list created is named SWS Exchange
Enthusiasts. This list has only five members. The members are the other distribution
lists along with three additional recipients who receive messages intended for these
groups. Visually, the hierarchy resembles the one in Figure 16.23.
FIG. 16.23 Nested distribution
lists can facilitate list management.
For comparison, examine the following three property sheets depicting this structure.
The SWS LA and SWS Houston Distribution Lists property sheets show the following
membership information (see Figure 16.24).
The SWS Exchange Enthusiasts distribution list has both the SWS LA and SWS Houston
and three additional recipients as its members. The property sheet for SWS Exchange
Enthusiasts looks similar to Figure 16.25.
Recipients within SWS LA now receive messages addressed to the Exchange Enthusiasts
as well. You can obtain a similar result by adding all the individual recipients
to the Exchange Enthusiasts distribution list. However, you then have two lists in
which to keep track of individual members. Nesting lists facilitates management by
placing recipients into smaller, logical subdivisions.
FIG. 16.24 A Distribution
list can have distribution list membership as well.
FIG. 16.25 Members of
the top-level distribution list hierarchy.
The Email Addresses Page
Use the Email Addresses property page to establish alternate email addresses for
the distribution list. The property page is functionally equivalent to a standard
mailbox's Email Addresses property page (see Figure 16.26).
For example, jsmith@corpor.com, an Internet mail user, can address a message to
ExchangeEnth@GARLAND.SWSPECTRUM.COM. In effect, the user can send the message to
more than 50 members of this distribution list.
FIG. 16.26 The Email Addresses
page displays alternate address data corresponding to all installed connectors and
gateways.
The Delivery Restrictions Page
You can define other users within the Exchange organization who are not able to
send messages to the distribution list. The Accept Messages From and Reject Messages
From windows are functionally equivalent to a standard mailbox's or custom recipient's
Delivery Restrictions property page.
The Custom Attributes Page
Using the Custom Attributes Page, you can enter additional custom recipient data
in the appropriate fields. This property page is functionally equivalent to a standard
mailbox's or custom recipient's Custom Attributes page.
The Advanced Page
The distribution list's Advanced property page (see Figure 16.27) is similar to
Advanced property pages of other types of recipients. Simple display name, directory
name, trust level, and message size are the same settings found on the Advanced property
pages of other types of recipients. The following are options specific to the Distribution
List property page:
- Report to Distribution List Owner--When checked, the option sends a message
to the distribution list owner when a message that exceeds the specified size limit
is sent to the distribution list. By default, the option is not checked.
- Report to Message Originator--When checked, the option sends a message
back to the message originator. By default, the option is checked.
- Enable Out of Office Messages to Originator--When checked, the option
responds with an out of office message for any registered user who is a member of
the distribution. By default, the option is not checked.
FIG. 16.27 The distribution
list Advanced property page displays some settings that are similar to those of other
property pages.
-
- Hide Distribution List from Address Book--As with other recipients, the
option prohibits the distribution list from appearing in the address book. Users
need to know the name of the list to manually address it.
- Hide Membership from Address Book--When checked, the distribution list
name itself displays in the address book. Users can, however, view the individual
members of the list.
Creating and Configuring Public Folders
You create public folders from within the Microsoft Exchange Client. Then they
are copied to a public information store. You handle general configuration through
the Administrator program. The following is an overview of the Public Folder property
pages:
- General Information on the Folder--The page gives the folder's name and
display name, age limits, and specific client permissions.
- Replicas of the Folder--Add, remove, or copies public folders on other
severs within your organization.
- Folder Replication Status--You can view and track the folder replication
process for troubleshooting purposes using the page.
- Replication Schedule--The page helps you specify at which times information
within public folders replicate throughout your organization.
- Distribution Lists--A folder is a member of certain distribution lists.
The page helps you specify to which lists the folder belongs. Any messages sent to
the distribution list are also stored in this public folder.
- Email Addresses--The page enables you to create, modify, and delete alternate
addresses for the public folder.
- Custom Attributes--The page enables you to add up to ten administrator-defined
fields, which you use to keep additional information about the mailbox.
- Limits--Configure deleted item retention time, storage limits, and age
limits on the page.
- Advanced--Contains all the settings concerned with advanced administrator
functions, such as trust levels, replication messages importance, and hidden/not
hidden status.
Public folders are listed near the top of the Administrator's object hierarchy
(see Figure 16.28). To view the public folder hierarchy in your organization, click
the Public Folders object in the Administrator program.
FIG. 16.28 View the public
folders within your organization in the Administrator's hierarchy window.
To edit a specific folder within your site, open its property pages. You can set
all the options presented in the preceding list. To edit a public folder's contents,
you must use the Microsoft Exchange client program and have appropriate client permissions.
Another section later in the chapter discusses assigning client permissions. The
next section covers the options available on the Public Folder property pages.
The General Page
The public folder is a unique recipient in that many different users can view
and edit the information that it receives. As with other recipient types, the General
property page enables you to set names for this object, as well as other general
administrative notes. However, you have some very specific settings for this recipient
type.
The following steps describe in detail how to set General properties for the public
folders:
- 1. Select the General tab of the Public Folder property pages. The dialog
box in Figure 16.29 appears.
- 2. You can change the Folder Name in the appropriate box. The name is
first assigned when the folder is created in the Microsoft Exchange Client program.
- 3. If you want to give the public folder a different display name for
the address book, click the option button marked Use This Name under the heading
Address Book Display Name. By default, the Same As Folder Name button is selected.
- 4. You must enter a required Alias name used to generate additional email
addresses for the public folder.
FIG. 16.29 General properties
for Public Folders are somewhat different from other recipient types.
- 5. Enter any additional notes in the Note space provided.
- 6. The Folder Path box displays the hierarchy of subfolders that leads
to this public folder. If this is a main level folder and not a subfolder, only the
folder's name displays.
- 7. Click Apply to set the properties and continue with other properties.
When you finish with all the settings, click OK to return to the Administrator program.
Assigning Client Permissions The Client Permissions button on
the General Properties page enables an administrator to set access permissions on
Public Folders without needing to use the Outlook or Exchange Client.
The following are the roles available in the pull-down menu:
- Owner--The owner marks the user as folder owner. The role also gives the
user complete permission on the folder.
- Publishing Editor--The editor has all create, edit, and delete permissions
on a folder. The role also gives permission to create subfolders. The permission
does not, however, mark the user as the owner.
- Editor--The role gives all create, edit, and delete permissions.
- Publishing Author--The publishing author has permission to create subfolders.
Also, the role gives create, edit, and delete permission only to the publishing author's
items.
- Author--The role gives permission to create, edit, and delete only the
author's items.
- Reviewer--The reviewer has permission to read items.
- Contributor--The contributor has permission to create (although not to
read) items.
- None--No permissions are given on this folder. You often use the role
as a default to limit access to a specific public folder.
NOTE: The pull-down menu can also display a role of Custom. Custom
indicates that you have put together a combination of permissions that does not match
one of the preceding roles.
Setting Up Permissions The following steps help you to set up
permissions:
- 1. Click the Client Permissions button on the Public Folder General property
page. The dialog box in Figure 16.30 appears:
FIG. 16.30 Client permissions
determine what level of access a user has on a public folder.
- The Name: and Role: columns display current users and their roles (see Figure
16.31). The Default role applies to any user not shown on this list.
- 2. Click Add to bring up the address list and add members to the Client
Permissions list. Click a name. Then click Remove to delete the name from the list.
Again, click a name. Then click Properties to bring up the user's property pages.
- 3. The Roles pull-down menu displays preset roles for certain types of
users. Clicking the menu pulls down the following list (see Figure 16.31).
FIG. 16.31 You can use
the Roles pull-down menu to give customized properties to a user.
- Select a role from the menu. Note that the check boxes and option buttons reflect
the change in access rights for each role.
- 4. Alternatively, you can customize a role by clicking the available option
buttons and check boxes. If by clicking, you set a configuration that matches one
of the predefined roles, the role displays in the Roles pop-up menu heading. For
example, you select the Author permission from the menu. The boxes and buttons display
the permissions for the user role Author. When you click the Create Sub-Folders button,
the name in the Roles menu changes to Publishing Author.
- 5. Click OK to set the permissions and continue editing other public folder
properties.
The following list details the check box definitions:
- Create Items--The check box gives permission to post items to the folder.
- Read Items--When you check the Read Items box, you give permission to
open any item in a folder.
- Create Subfolders--Check this box to give permission to make a subfolder
of the main public folder.
- Folder Owner--All permissions are given with respect to the folder.
- Folder Contact--A user with Folder Contact status receives automatic error
or conflict messages from the folder, such as replication errors and oversize limit
warnings. The user also receives users' requests for more access or other administrative
tasks. Often, the owner and the contact are the same individual.
The following list outlines the scope of Edit permissions:
- None--Users cannot make any modification to existing public folder items.
- Users cannot delete any folder items, even ones they create themselves.
- Own--The user can edit only items that they create.
- All--The user can edit any folder item, regardless of its creator.
The following list details the scope of Delete permissions:
- None--Users cannot delete any folder item, even the items they create
themselves.
- Own--Users can delete only items that they create.
- All--The user can delete any folder item, regardless of its creator.
The Replicas Page
The Replicas property page displays the destination servers to which a public
folder replicates. You also can add or remove replicas throughout your organization
using this window.
The following steps help you to configure replicas:
- 1. Select the Replicas tab from the public folder property sheets. The
dialog box in Figure 16.32 appears:
FIG. 16.32 View the public
folders within your organization in the Administrator's Hierarchy window.
- The left side of the screen labeled Servers lists all the public folders. The
right side of the screen labeled Replicate folders lists all the servers to which
the folder replicates.
- 2. Using the Site pull-down menu at the bottom of the property page, choose
the site of the destination server. Click and highlight the desired server from the
list of Exchange Servers on the left side of the window.
- 3. Click Add to include that server in the replication list.
- 4. To remove a server from the replication process, click its name on
the right window. Then click Remove.
- 5. Click Apply to set the properties and continue with other properties.
When you finish with all settings, click OK to return to the Administrator program.
The Replicate Folders To box should now list every server to which you want the
particular public folder replicated. If not, repeat the preceding steps until you
select all desired Exchange Servers. l

