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:

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:


NOTE: You define the field names on the DS Site Configuration custom attributes page.

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  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:

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:

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:

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:

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:

FIG. 16.27 The distribution list Advanced property page displays some settings that are similar to those of other property pages.

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:

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:


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:

The following list outlines the scope of Edit permissions:

The following list details the scope of Delete permissions:

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


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