
Special Edition Microsoft Exchange Server 5.5


- 15 -
Information Store Configuration
The Microsoft Exchange information stores (public and private) are the databases
that hold all Microsoft Exchange messaging information. In addition, the information
store is the primary storage system for information relevant to users, including
messages, server-based mailboxes and their contents, public folders and their contents,
private folders that are stored on a server instead of on a user's computer, documents,
forms, and user-defined items.
Understanding Important Information Store Concepts
Understanding the following concepts will be helpful to you as you proceed through
this chapter:
- Top-Level Folder. A public folder created at the highest point in the
public folder directory tree. Usually only certain individuals in an Exchange organization
(as assigned by the Permissions Administrator) are granted the right to create folders
at the top of the hierarchy.
- Public Folder Instance. A replica of a public folder on a site other than
the one on which it was created. Users can then connect to the local site's instance
of the folder instead of crossing site boundaries (and adding to network traffic)
to connect to a remote site.
- Public Folder Affinity. When a user in a local site needs to connect to
a public folder that's only available on a remote site, the choice of connection
is based on the costs assigned to the site containing replicas of that folder. Users
need appropriate Windows NT security rights to access the actual Windows NT server
on the remote site, and of course, they need access rights to the Exchange public
folder itself.
- Information Store Message Tracking. The information store is responsible
for transferring messages between two users on the same Exchange server. To keep
a record of information store message transfer activity within a Microsoft Exchange
server, you enable the message tracking feature. This generates a daily log file
that's stored in the EXCHSRVR\TRACKING.LOG directory. The individual log files are
named using this format: YYMMDD.log. For example, a log file for information
store activity on June 11, 1997 would have the name 970611.log.
Information Store Site Configuration
Settings made on the Information Store Site Configuration properties sheets affect
all servers within an Exchange site. When first setting up an Exchange site, you
should configure these properties sheets.
Open the Site Configuration properties sheets by completing the following steps:
- 1. Navigate to your desired site with the Exchange Administrator program,
and then expand the site container.
- 2. Highlight the Configuration container (see Figure 15.1) of the selected
site. All the site configuration objects appear in the right pane of the Administrator
program window.
FIG. 15.1 The Configuration
container holds all site configuration objects.
- 3. Select the Information Store Site Configuration object from the list.
- 4. Double-click the object to open its properties sheet.
At this point there will be five pages of the properties sheet to configure:
- General. Set display name, public folder container, and toggle message
tracking.
- Permissions. Set access right to the Information Store Site Configuration
directory object.
- Top Level Folder Creation. Define which users are allowed to create public
folders at the highest level of the public folder directory tree.
- Storage Warnings. Schedule when notification messages about exceeded storage
space are sent to those users in violation of set restraints.
- Public Folder Affinity. Configure connections to public folders in remote
sites.
The General Page
On the General page, you can set up a default container for public folder creation,
as well as enable message tracking for the entire site.
Complete the following steps to change settings on the General page:
- 1. Select the General tab of the Information Store Site Configuration
properties sheet. The page in Figure 15.2 appears.
FIG. 15.2 This page controls
the configuration of information stores in the site.
- 2. If desired, type a new Display Name as you want it to appear in the
Microsoft Exchange Administrator program. By default this name is Information Store
Site Configuration. The directory name for this object is Site-MDB-Config by default;
it cannot be changed.
- 3. The Public Folder Container box displays the recipient container in
which the public folders directory entries for this site are stored. By default,
this box is blank, and public folders are stored in the standard recipients container.
To change that, click Modify to access a dialog box with a list of all available
recipient containers within this site. Then select a container and click OK.
- 4. Click the Enable Message Tracking check box to instruct the information
store to keep a daily log file about all messages processed by the information store.
All messages that are destined for a local recipient are delivered by the information
store. This button corresponds with the Enable Message Tracking check box on the
MTA Site Configuration properties sheet and enables use of the Message Tracking tool
in the Exchange Administrator program.
- 5. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
The Permissions Page
On this page, you can define certain Windows NT user accounts that have rights
to modify this directory object. See Chapter 12, "Using the Administrator Program,"
for details on working with the standard Permissions properties.
The Top-Level Folder Creation Page
With the settings on this page, you can either deny or allow certain users the
ability to create public folders on the highest level of the public folder hierarchy.
NOTE: You can also deny or allow rights to all users on a specified
distribution list, and Exchange will determine top level folder creation permission
based on the list's membership. As the members of the distribution list are modified,
so are the permissions set here.
Complete the following steps to configure the Top Level Folder Creation properties:
- 1. Select the Top Level Folder Creation tab from the Information Store
Site Configuration properties sheet. The page shown in Figure 15.3 appears.
- The Allowed to Create Top Level Folders box lists the recipients who have been
given specific permission to create these folders. The Not Allowed to Create Top
Level Folders box lists the recipients specifically denied permission to create these
folders. By default, all users can create top level folders.
FIG. 15.3 Selectively
assign top level folder creation rights from this page.
- 2. Click the Modify button under either box if you want to add recipients
to or delete recipients from the list. A standard address list dialog box appears.
- 3. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
NOTE: In most Exchange organizations, the default of allowing anyone
to create top level public folders is not preferred. Most Exchange administrators
limit top level creation to a select list or distribution list soon after creating
a new site.
The Storage Warnings Page
With the controls on this page, you can schedule when information store will send
out storage warnings. You set the actual storage limits in the following properties
sheets for each corresponding recipient type:
- Mailboxes. Set limits for each individual user or set a global storage
limit for all mailboxes on a particular server using the Mailbox Advanced page of
the Private Information Store properties sheet.
- Public Folders. Set limits for each individual folder or set a global
storage limit for all public folders on a particular server using the Public Folder
Advanced page of the Public Information Store properties sheet.
The Storage Warnings notification schedule actually initiates an automated process
that evaluates the size of each message store object in the information store on
each server in the site. If a server has a high number of mailboxes and public folders,
this process can take up a fair amount of system resources as it runs.
Set the Storage Warnings notification schedule by taking these steps:
- 1. Select the Storage Warnings tab of the Information Store Site Configuration
properties sheet. The page in Figure 15.4 appears.
FIG. 15.4 Set the Storage
Warnings notification schedule.
- 2. Select one of the three option buttons that determine when recipients
are notified:
Never. This effectively disables storage warning notification.
Always. A storage warning notification is executed immediately when a storage
limit is exceeded.
Selected Times. Storage warning notifications are executed based on the
time slots selected on this page.
TIP: If you are using storage limits in a large organization, it
is generally not a good idea to select Always and potentially overtax your servers
during high usage. It is better to schedule a time or times when the messaging load
is lower and have storage warnings sent at once.
- 3. If you choose Selected Times, the Detail View option buttons become
available. Select either the 1 Hour or 15 Minute detail view, and the time grid scale
changes accordingly.
- 4. Also if you choose Selected Times, pick the time blocks for evaluations.
By default, storage warning notifications are scheduled once per day beginning at
8 p.m.
- 5. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
The Public Folder Affinity Page
From this page, you can set up connections to public folders located in remote
Exchange sites.
Complete the following steps to configure the Public Folder Affinity properties:
- 1. Select the Public Folder Affinity tab of the Information Store Site
Configuration properties sheet. The page in Figure 15.5 appears.
- The Sites window lists all the sites in your organization. The Public Folder
Affinity window lists all the sites where a connection may be established in order
for a user to connect to a remote public folder. The Cost column displays the relative
numeric value assigned to this site. As with message routing, the site with the lower
cost will be used first.
FIG. 15.5 Define the order
in which a user connects to remote public folders.
- 2. To add a site, select it from the Sites window and click Add. To remove
a site, select it from the Public Folder Affinity window and click Remove.
- 3. Enter the Connected Site Cost in the box in the lower-right corner.
If the cost of the site is 0, this site will always be used first if it is available.
The possible value for this cost field is 1-99. Sites will be used in numerical sequence
with the lower valued sites used first. If the costs are equal between sites, the
load will be distributed equally among those sites. If a cost of 100 is used, the
site will be used only if no other site is available.
- 4. Click Set Value to save the cost associated with the selected site.
- 5. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
Configuring Private Information Store
Now we will move on to configuring private information store properties on an
individual Microsoft Exchange server. The private information store primarily holds
data posted to user mailboxes and private folders, in addition to mail associated
to some Exchange connectors, such as the Internet Mail Service.
There are four separate pages you will need to configure:
- General. Set global mailbox storage limits for this server; designate
a public folder server.
- Logons. View a list of users' connections to the private information store.
- Mailbox Resources. View mailbox settings and amount of storage space used
by each mailbox.
- Diagnostic Logging. Set logging levels for tracking down errors and debugging
your organization.
First you must select the private information store from a server within your
site. Do this by completing the following steps:
- 1. Navigate to your desired site with the Exchange Administrator program,
and then expand the site container.
- 2. Expand the Configuration container of the selected site. All the site
configuration objects appear in the right pane of the Administrator program window.
- 3. Expand the Servers container. A list of Exchange servers in your site
will be listed.
- 4. Highlight the server name on which the private information store you
want to configure is located (see Figure 15.6). The following list of server objects
is visible in the right pane window of the Microsoft Exchange Administrator program.
- 5. Click the Private Information Store object. Open its properties sheet.
The General Page
From this page, you can set global storage size limits for mailboxes on this server.
Also, you can specify a different Exchange server to be responsible for the public
folders created by users on this server.
Complete the following steps to configure the Private Information Store General
properties:
- 1. Select the General tab of the Private Information Store properties
sheet. The page in Figure 15.7 appears.
FIG. 15.6 The private
information store holds all mailbox data of users on the local server.
FIG. 15.7 The settings
on this page apply to all mailboxes on this server.
- 2. Set the Deleted Item Retention Time (Days) for a period of time you
would like to save deleted items. This is a new feature in Exchange 5.5. It enables
you to control the period of time you want deleted mail to be saved so users can
easily recover deleted mail if necessary using the Outlook client (version 8.03 and
later). To save users' deleted items until the private information store is backed
up, select the check box next to Don't Permanently Delete Items Until the Store Has
Been Backed Up.
NOTE: With Exchange 5.5, you can easily recover deleted items from
within the Outlook client (version 8.03 and later). But if you configure your server
not to save deleted items for a period of time, the user will not be able to recover
any items. This option is set to zero days by default; it must be configured in order
for deleted mail to be saved.
- 3. Select the Issue Warning (K) check box and enter a value (in kilobytes)
at which a mailbox owner will be warned that he is nearing storage limits. By default,
no set value is entered.
- 4. Select the Prohibit Send (K) check box and enter a value (in kilobytes)
at which a mailbox owner will be prohibited from sending any additional outgoing
messages until some stored message data is deleted. By default, no set value is entered.
- 5. Select the Prohibit Send and Receive (K) check box and enter a value
(in kilobytes). When the individual's mailbox reaches the size you specify, he will
no longer be able to send or receive mail. When the user decreases the size of his
mailbox to a size below what is specified, he will be able to receive mail again.
NOTE: Issue Warning, Prohibit Send, and Prohibit Send and Receive
limits set on this page are overridden by individual mailbox settings on each mailbox's
Advanced page.
- 6. Under Public Folder Server, select the Exchange server in your site
that will store public folders created by users with mailboxes on this local server.
This is especially useful if a specific, dedicated public folder server has been
set up in the site or location. By default, the public folder server used is the
same one on which the folder was created--the current server.
NOTE: If you select a server other than the local Exchange server,
you are effectively separating that server's public and private information stores.
Select a different server only if this complies with your overall load balancing
plan for this Exchange site.
- 7. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
The message shown in Figure 15.8 is an example storage size warning message.
FIG. 15.8 This message
appears when users exceed set storage limits for their mailboxes.
The Logons Page
The Logons Page
This page enables you to monitor the Microsoft Exchange users currently logged
into a server. It consists of one main display window that shows all currently connected
users. The window is broken down into various columns of information. You can customize
the columns both by the information shown and their widths on the screen.
Complete the following steps to view logon information:
- 1. Select the Logons tab of the Private Information Store properties sheet.
The page shown in Figure 15.9 appears. The display window shows all users currently
logged on to this Exchange server.
NOTE: The Microsoft Exchange System Attendant is always listed in
this window because the System Attendant is always logged in when the Exchanger Server
is running.
FIG. 15.9 View currently
logged on users.
- 2. Click the Refresh button to update the display window with the latest
information.
- 3. Click the Columns button to edit which columns are displayed and their
widths in pixels (see Figure 15.10). See the list following these steps for a description
of the column headings and what type of information each one can display.
NOTE: Exchange 5.5 includes 12 additional measurements that can
be used in the analysis of private folder use.
- 4. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
FIG. 15.10 Control the
columns available for the Logons properties sheet.
The following are the default columns:
- User Name. The name (display name) for the user logged on to this mailbox.
- Mailbox. The Exchange Administrator program object's display name for
this mailbox.
- Windows NT Account. The Windows NT account of the user currently logged
on to this mailbox.
- Logon Time. The date and time the user logged on to Microsoft Exchange.
- Last Access Time. The last user to access the mailbox, as well as the
time and date of the access.
- Client Verison. The version of the client that was used to log on to this
mailbox or public folder.
Several optional columns are available. A few useful columns to note are:
- Full Mailbox Directory Name. The full e-mail address of the mailbox being
accessed. This option is available only for the private information store.
- Full User Directory Name. The name of the mailbox that is accessing the
private information store.
- Host Address. The Internet protocol (IP) address of the client.
- Locale ID. The locale ID for the language the client is using.
- Messaging Ops. The total number of messaging operations performed in the
last 60 seconds, such as opening or closing a message.
- Open Attachments. The total number of open attachments.
- Open Folders. The total number of open folders.
- Open Messages. The total number of open messages.
- Other Ops. The total number of miscellaneous operations performed in the
last 60 seconds.
- Progress Ops. The total number of progress operations performed in the
last 60 seconds. Progress operations inform the user about how long it will take
to complete a task.
- Stream Ops. The total number of stream operations performed in the last
60 seconds, such as viewing or changing an attachment.
- Table Ops. The total number of table operations performed in the last
60 seconds, such as viewing the contents of a folder.
- Total Ops. The total number of operations performed in the last 60 seconds.
- Transfer Ops. The total number of transfer operations performed in the
last 60 seconds, such as copying or moving a message.
To save valuable time, you can quickly view logon information from the main Exchange
hierarchy. Figure 15.11 shows the path you take in the left pane of the Exchange
Administrator program to get to the Logons item.
FIG. 15.11 Logon information
is available in the left pane.
To access the logon information using this option, complete the following steps:
- 1. Navigate to your desired site with the Exchange Administrator program,
and then expand the site container.
- 2. Click the small plus sign adjacent to the Configuration container of
the selected site to further expand the hierarchy in the left pane.
- 3. Expand the Servers container in the left pane, and a list of Exchange
servers in your site appears.
- 4. Click and expand the server name on which the private information store
you want to configure is located.
- 5. The displayed server objects now visible in the left pane of the Microsoft
Exchange Administrator Program are identical in name and function to similar objects
displayed in the right pane. Selecting properties of either the private information
store or public information store displays the same data.
- 6. Expand the Private Information Store object in the left pane and click
the Logons object to see the Logons information in the right pane. You can add to
the default columns shown in the right pane by using the View menu and the Columns
command.
The Mailbox Resources Page
Using this page, you can view the physical resources (such as the hard disk storage
space) used by the Exchange mailboxes on the server. It consists of one main display
window that shows the mailboxes and resources on the current server. The windows
are broken down into various columns of information. You can customize the specific
columns both by the information they present and their widths on the screen.
NOTE: A mailbox will be displayed in this window only after the
first time a user logs on to it. If the mailbox has never been used, it will not
appear on the Mailbox Resources properties sheet page.
Complete the following steps to view the Mailbox Resources information:
- 1. Select the Mailbox Resources tab of the Private Information Store properties
sheet. The page in Figure 15.12 appears. The display window shows all the mailboxes
on this server that have been used at least once.
FIG. 15.12 View server
resource use on a per-mailbox basis.
NOTE: The Microsoft Exchange System Attendant is always listed in
this window because the System Attendant is always logged in when the Exchanger Server
is running.
- 2. Click the Refresh button to update the display window with the latest
information.
- 3. Click the Columns button to edit which columns are displayed and their
widths in pixels (see Figure 15.13). See the list following these steps for a description
of the column headings and what type of information each one can display.
FIG. 15.13 Display columns
available for the Mailbox Resources page.
- 4. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
These are the default columns:
- Mailbox. The Exchange Administrator program object's display name for
this mailbox.
- Windows NT Account. The Windows NT account of the user currently logged
on to this mailbox.
- Total K. The total amount of disk storage space (in kilobytes) taken up
by the contents of this user's mailbox. This value includes message attachments.
- Total Number of Items. The sum of all messages and attachments stored
in a mailbox.
- Last Logon Time. The last time a user logged on to this mailbox.
- Last Logoff Time. The last time a user logged off from this mailbox.
This page displays the full e-mail address for the mailbox and the total number
of associated messages in this mailbox. The following are optional columns:
- Deleted Items K. The total amount of disk space in kilobytes occupied
by retained, deleted items for this mailbox.
- Full Mailbox Directory Name. The entire X.400 e-mail address for this
mailbox.
- Storage Limits. Any storage limits imposed on the mailbox (Prohibit Send,
for example).
- Total number of Associated Messages. The sum of stored views and deferred
action messages (messages scheduled to be sent/processed at a later time) in this
mailbox.
As with the Logons status screen (discussed earlier), Exchange 5.0 offers the
capability to quickly view Mailbox Resources information from the main Exchange hierarchy
shown in the left pane. Refer to Figure 15.11 to see the path you take in the left
pane of the Exchange Administrator program to get to the Mailbox Resources item.
To access the Mailbox Resources information using this new option, complete the
following steps:
- 1. Navigate to your desired site with the Exchange Administrator program,
and then expand the site container.
- 2. Click the small plus sign adjacent to the Configuration container of
the selected site to further expand the hierarchy in the left pane.
- 3. Expand the Servers container in the left pane, and a list of Exchange
servers in your site appears.
- 4. Click and expand the server on which the private information store
you want to configure is located.
- 5. The displayed server objects now visible in the left pane of the Microsoft
Exchange Administrator program window are identical in name and function to similar
objects displayed in the right pane. Selecting the properties of either the private
information store or public information store displays the same data.
- 6. Expand the Private Information Store in the left pane, and then click
the Mailbox Resources object to display the Mailbox Resources information in the
right pane. You can add to the default columns shown in the right pane by using the
View menu and the Columns command.
The Diagnostic Logging Page
The properties on this page work in conjunction with the Windows NT Event Log
to record various events that occur within the information store. This page is identical
to the one found on the Public Information Store properties sheet. Figure 15.14 shows
the Diagnostic Logging page of the Private Information Store sheet.
Various levels of logging determine what constitutes an event and, therefore,
what types of information are actually recorded. For troubleshooting purposes, you
want a very detailed record of occurrences within the information store, so you set
a high logging level. However, normally you should log only events that are critical,
so you set a lower logging level for everyday operation.
Public Information Store/Public Folder Replication
The Public Information Store properties sheet pages are much more extensive than
those of the Private Information Store because of public folder replication. To reiterate
this concept, duplicates of public folders can be created to reside on Exchange servers
in remote sites. This makes it possible for users based on the remote site to connect
to the local copy of the public folder instead of crossing site boundaries to access
the information, which reduces network traffic between site boundaries. Replication
can also be used to duplicate folders on other servers in the same local Exchange
site to offer redundancy and to maintain load distribution across servers.
FIG. 15.14 Various events
can be logged to the Windows NT Event Log.
The following are the Public Information Store properties sheet pages available
on each Microsoft Exchange server:
- General. Impose a global storage limit warning for all folders in this
public information store and set deleted item recover options.
- Instances. Select which public folders to replicate to the local server
from remote sites.
- Replication Schedule. Set the times when public folders on the local server
are replicated to the established remote instances.
- Age Limits. Set the lifetime of public folders or their contents.
- E-Mail Addresses. Define and modify various e-mail addresses for the public
information store directory object.
- Logons. View data about users currently connected to a public folder.
- Public Folder Resources. View data about quantity of server resources
consumed by a particular public folder.
- Server Replication Status. Monitor each server's participation in public
folder replication.
- Folder Replication Status. Monitor the replication of individual public
folders.
- Advanced. Define the replication cycle of public folders and define the
maximum size of each individual replication message.
- Diagnostics Logging. Activate various levels of logging for troubleshooting
purposes.
The General Page
This page has only one option: to set a global issue warning for all public folders
on the local Exchange server (see Figure 15.15).
FIG. 15.15 Set the global
(for all public folders on this server) public folder size warning and deleted item
recovery options.
Complete the following steps to set the General properties:
- 1. Select the General tab of the Public Information Store properties sheet.
The following page shown in Figure 15.15 appears.
- 2. Set the Deleted Item Retention Time (Days) for a period of time you
would like to save deleted items. This is a new feature in Exchange 5.5. It enables
you to control the amount of time deleted mail is saved so that users can easily
recover deleted mail if necessary using the Outlook client (version 8.03 and later).
To save users' deleted items until the private information store is backed up, select
the check box next to Don't Permanently Delete Items Until the Store Has Been Backed
Up.
NOTE: With Exchange 5.5, you can easily recover deleted items from
within the Outlook client (version 8.03 and later). However, if you configure your
server not to save deleted items for a period of time, the user will not be able
to recover any items. This option is set to zero days by default; it must be configured
in order for deleted mail to be saved.
- 3. Click the Issue Warning (K) check box and enter a folder data size
(in kilobytes) at which a folder contact will be notified. By default, this option
is not checked. You can also set warnings at the individual folder level on the public
folder's Advanced page, and that setting overrides this global setting for the server.
- 4. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
The Instances Page
Use this page to mark public folders from other servers for duplication to the
local server. Such instances of public folders in the local site are actually created
through the process of public folder replication (see Figure 15.16).
- 1. Select the Instances tab of the Public Information Store properties
sheet. The page shown in Figure 15.16 appears.
- The Public Folders list on the left side lists all the folders in the currently
selected remote site. The list on the right, Folders on this Information Store, lists
both public folders on this server and other folders already designated for replication
to this server.
FIG. 15.16 Create public
folder replicas on the local server. These public folders will be replicated from
remote servers selected from this page.
- 2. Use the Site pull-down menu in the lower-left corner to select a site
in your organization. The public folders residing on that site appear in the list
on the left.
- 3. Select a folder from the Public Folders list and click Add to mark
that folder for replication to the local Exchange server.
- 4. To remove a public folder's instance from the local server, select
it from the list on the right, and then click Remove.
NOTE: You cannot remove a local public folder from the local Exchange
server if it is the only copy of the folder in the local site.
- 5. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
The Replication Schedule Page
From this page, you can set times when public folder replication messages are
actually transferred. Take into consideration the potentially high volume of data
that may need to be transferred from a large and heavily used public folder.
Complete the following steps to set the Replication Schedule properties:
- 1. Select the Replication Schedule tab of the Public Information Store
properties sheet. The dialog box in Figure 15.17 appears.
FIG. 15.17 Set public
folder replication times for this server.
- 2. Select one of the three option buttons that determine when this server
initiates public folder replication:
Never. This effectively disables public folder replication for this server.
Always. Folder replication messages are sent every fifteen minutes. The
time delay can be changed on the Advanced page of this public information store's
properties sheet. By default, Always is selected.
Selected Times. Replication messages are transferred based upon the time
grid on this page.
- 3. If you choose Selected times, the Detail view option buttons become
available. Select either the 1 Hour or 15 Minute detail view, and the time grid scale
changes accordingly.
- 4. Also if you choose Selected times, pick the time blocks for connection.
- 5. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
NOTE: Keep in mind that replication is not the same as simple duplication
or copying. Replication includes the concept of synchronization, which loosely translated
means that only the changes are sent to other replica "instances" around
the enterprise. Sending only the changes (as opposed to sending an entire copy of
the folder) not only saves time and bandwidth, it allows changes from any instance
to be added to all other instances.
The Age Limits Page
Using the Age Limits page, you can define when information in a public folder
should expire and be automatically deleted. This feature prevents public folders
from becoming bogged down with megabytes upon megabytes of outdated, useless information.
First, you set up a CLASSIFIEDS folder, and then you set the age limit for posting
in the folder to seven days. Based on that setting, after a message sits in a folder
for seven days, it expires and is automatically deleted by the information store.
Complete the following to set age limits:
- 1. Select the Age Limits tab of the Public Information Store properties
sheet. The page shown in Figure 15.18 appears.
- The main display window shows columns of information about all the public folders
on this server (including replicas). You'll learn more about the kinds of information
displayed in these columns later in this chapter.
FIG. 15.18 Set the amount
of time a message can exist in a public folder before it is deleted.
- 2. To set an overall age limit, in days, for all folders on this information
store, select the Age Limit for All Folders... check box and enter a number in the
text box to indicate the number of days in which messages in this server's public
folders will expire.
NOTE: You can override this setting for an individual public folder
by changing the setting on the Advanced page of that folder's properties sheet.
- 3. Select a public folder from the list and click Modify to set individual
age limits for this folder. The dialog box in Figure 15.19 appears.
- Click the This Replica (Days) check box to set an age limit for a public folder's
instance on this server only. Click the All Replicas (Days) check box to set an age
limit set for all instances of a public folder throughout your organization. Click
the Remove button to delete the selected public folder instance from the information
store. Click OK to set your choices.
FIG. 15.19 Set age limits
on an individual folder basis.
- 4. Click the Refresh button to update the display window with the latest
information.
- 5. Click the Columns button to edit which columns are displayed and their
widths in pixels (see Figure 15.20). The list following these steps provides more
details on the available columns.
- 6. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
By default, all available columns are displayed. They include the following:
- Folder. The Exchange Administrator object's display name for the folder.
- This Replica (Days). Age limit set for a public folder's instance on this
server only.
- All Replicas (Days). Age limit set for all instances of a public folder
throughout your organization.
- Removed Older Than. Notification that messages older than the number of
days displayed have been deleted.
- Total K. The sum of all messages in a public folder.
FIG. 15.20 Display columns
available for the Age Limits page.
-
- Folder Path. The location of the public folder in the organization hierarchy
(relative to this server or full X.400 address to another server).
- Delete Pending. Normally "false," this column shows "true"
when a folder or messages with that folder are scheduled to be deleted.
The E-Mail Addresses Page
E-mail addresses are used by the various Exchange gateways and connectors to identify
specific directory objects to other messaging systems. Four default addresses are
created, one each for cc:Mail, Microsoft Mail, SMTP, and X.400.
Complete the following steps to set public folder e-mail addresses:
- 1. Click the E-Mail Addresses tab of the Public Information Store properties
sheet. The dialog box in Figure 15.21 appears, showing the four default addresses
(cc:Mail, Microsoft Mail, SMTP, and X.400).
FIG. 15.21 Define e-mail
addresses for this directory object.
- 2. Click New to add a specific e-mail address for this information store.
Or, select an existing address, and then click Edit to modify it or click Remove
to delete it.
- 3. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
The Logons Page
You use this page to monitor which users are currently connected to a public folder.
To do so, complete the following steps:
- 1. Select the Logons tab of the Public Information Store properties sheet.
The page shown in Figure 15.22 appears.
FIG. 15.22 View users
currently connected to public folders on this server. The main display window shows
columns of information about connected users.
NOTE: The Microsoft Exchange System Attendant is always listed in
this window because the System Attendant is always logged in when the Exchanger Server
is running.
- 2. Click the Refresh button to update the display window with the latest
information.
- 3. Click the Columns button to edit which columns are displayed and their
widths in pixels (see Figure 15.23). See the list following these steps for a description
of the column headings and what type of information each one can display.
- 4. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
FIG. 15.23 Display columns
available for the Logons page.
NOTE: Exchange 5.5 includes 10 additional measurements that can
be used in the analysis of public folder use.
The following are the default columns:
- User Name. The name (display name) for the user logged on to this public
folder.
- Windows NT Account. The Windows NT account of the user currently logged
on to this public folder.
- Logon Time. The date and time the user logged on to Microsoft Exchange.
- Last Access Time. The date the user last logged on and accessed the public
information store.
- Client Version. The version number of Exchange Client used to access the
server. (Of course, this does not apply to users accessing folder information via
the Internet and IIS with a browser.)
Several optional columns are available. A few useful columns of note are:
- Code Page. The code page that the client is using.
- Folder Ops. The total number of folder operations (such as opening or
closing a folder) performed in the last 60 seconds.
- Full User Directory Name. The name of the mailbox that is accessing the
information store.
- Host Address. The Internet protocol (IP) address of the client.
- Locale ID. The locale ID for the language the client is using.
- Messaging Ops. The total number of messaging operations (such as opening
or closing a message) performed in the last 60 seconds.
- Open Attachments. The total number of open attachments.
- Open Folders. The total number of open folders.
- Open Messages. The total number of open messages.
- Other Ops. The total number of miscellaneous operations performed in the
last 60 seconds.
- Progress Ops. The total number of progress operations performed in the
last 60 seconds. Progress operations inform the user approximately how long it will
take to complete a task.
- Stream Ops. The total number of stream operations (such as viewing or
changing an attachment) performed in the last 60 seconds.
- Table Ops. The total number of table operations (such as viewing the contents
of a folder) performed in the last 60 seconds.
- Total Ops. The total number of operations performed in the last 60 seconds.
- Transfer Ops. The total number of transfer operations (such as copying
or moving a message) performed in the last 60 seconds. You can quickly view logon
information from the main Exchange hierarchy displayed in the left pane of the Exchange
Administrator program window by following the path shown in Figure 15.24.
FIG. 15.24 A valuable
time-saving way of viewing logon information.
To access the logon information using this timesaving method, perform the following
steps:
- 1. Navigate to your desired site with the Exchange Administrator program,
and then expand the site container.
- 2. Click the small plus sign adjacent to the Configuration container of
the selected site to further expand the hierarchy in the left pane of the window.
- 3. Expand the Servers container in the left pane, and a list of Exchange
servers in your site appears.
- 4. Click and expand the server name where the private information store
you want to configure is located.
- 5. The displayed server objects now visible in the left pane of the Microsoft
Exchange Administrator program window are identical in name and function to similar
objects displayed in the right pane. Selecting properties of either the private information
store or the public information store displays the same data.
- 6. Expand the Public Information Store item in the left pane, and then
click the Logons object. The logon information appears in the right pane. You can
add to the default columns shown in the right pane by using the View menu and the
Columns command.
The Public Folder Resources Page
This page enables you to view the physical resources (such as hard disk storage
space) used by the folders on this public information store. It consists of one main
display window that shows the public folders on the current server. This window is
subdivided into various columns of information. You can customize the specific columns
displayed both by the information present and their widths on the screen.
Note that the Schedule+ Free Busy Information and the Offline Address Book are
in essence public folders as well, and they are listed on this page of the properties
sheet.
Complete the following steps to view Public Folder Resources information:
- 1. Select the Public Folder Resources tab of the Public Information Store
properties sheet. The page shown in Figure 15.25 appears, listing all the public
folders on this server.
FIG. 15.25 View server
resources used by each public folder on this server.
- 2. Click the Refresh button to update the display window with the latest
information.
- 3. Click the Columns button to edit which columns are displayed and their
widths in pixels (see Figure 15.26). See the list following these steps for a description
of each column heading and what type of information that column can display.
- 4. Click Apply to set these properties and continue changing properties.
If you are satisfied with all the settings, click OK to return to the Administrator
program.
FIG. 15.26 Display columns
available for the Public Folder Resources page.
You can also view/set the default columns of information that will be displayed
for the public folder. These are the default columns:
- Display Name. The Exchange Administrator program object's display name
for this public folder.
- Total K. The total amount of disk storage space (in kilobytes) taken up
by the contents of this public folder. This value includes any message attachments.
- Total number Items. The sum of all messages and attachments stored in
a mailbox.
- Created. The date and time this folder was created.
- Last Access Time. The last time a user logged on to this public folder.
- Number of Owners. The number of users designated as Owners of this public
folder. (See the section on defining roles for a public folder for more information.)
- Number of Contacts. The number of users designated as contacts for this
public folder. (See the section on defining roles for a public folder for more information.)
You can choose to display any of the following optional columns of information
for the public folder:
- Folder. Folder name where messages are stored.
- Folder Path. The system file path to where this folder is stored.
- Total Number Associated Messages. The sum of folder views and deferred
action messages.
- Deleted Items K. The total amount of disk space in kilobytes occupied
by retained, deleted items for this public folder. You can quickly view Public Folder
Resource information from the main Exchange hierarchy displayed in the left pane
of the Exchange Administrator program window; the path to that information is the
same as the one to the logon information (refer to Figure 15.24).
To access the Public Folder Resource information using this timesaving method,
follow these steps:
- 1. Navigate to your desired site with the Exchange Administrator program,
and then expand the site container.
- 2. Click the small plus sign adjacent to the Configuration container of
the selected site to further expand the hierarchy in the left pane.
- 3. Expand the Servers container in the left pane, and a list of Exchange
servers in your site appears.
- 4. Click and expand the server name on which the public information store
you want to configure is located.
- 5. The displayed server objects now visible in the left pane of the Microsoft
Exchange Administrator program window are identical in name and function to similar
objects displayed in the right pane. Selecting properties of either the private information
store or the public information store displays the same data.
- 6. Expand the Public Information Store in the left pane, and then click
the Public Folder Resources object. The Public Folder Resources information appears
in the right pane. You can add to the default columns shown in the right pane by
using the View menu and the Columns command.
The Server Replication Status Page
From this page, you can monitor the status of a public folder's replication to
the current public information store on the server level. Exchange servers are individually
configured for transmitting updated public folder information to other replicas in
remote sites. This page is primarily a single-display window with various columns
of information. You can modify the columns to be displayed by using the Columns button.
The information in this page is used not only to verify that the selected remote
public folders are indeed being replicated to this server, but to monitor details
about message transmission time.
Complete the following steps to view the Server Replication Status:
- 1. Select the Server Replication Status tab of the Public Information
Store properties sheet. The page shown in Figure 15.27 appears. The display window
shows all remote servers that replicate public folder data to this server.
FIG. 15.27 View the status
of remote servers that replicate public folders to the local server.
- 2. Click the Refresh button to update the display window with the latest
information.
- 3. Click the Columns button to edit which columns are displayed and their
widths in pixels (see Figure 15.28). See the list following these steps for a description
of each column heading and the type of information it can display.
FIG. 15.28 Display columns
available for the Server Replication Status property page.
- 4. Click Apply to set these properties and continue changing properties.
If you are satisfied with all the settings, click OK to return to the Administrator
program.
The following are the default columns:
- Server Name. Name of the Microsoft Exchange Server replicating public
folder data to this server.
- Replication Status. Public folder replication status.
- Last Received Time. The last date and time this information store received
an update from the remote Exchange server.
- Average Transmission Time (Sec). The average length of time (in seconds)
it has taken to transmit replication messages to this server.
- Last Transmission Time (Sec). The length of time (in seconds) that it
took to transmit the last replication message to this server.
There are no optional display columns on this page. By default, all the columns
that can be displayed are displayed.
You can quickly view Server Replication Status without having to navigate too
deeply into the various pages of the properties sheet. You can view Server Replication
Status information from the main Exchange hierarchy displayed in the left pane of
the Exchange Administrator program window; the path to that information is the same
as the one to the logon information (refer to Figure 15.24).
To access the Server Replication Status information using the timesaving method,
complete the following steps:
- 1. Navigate to your desired site with the Exchange Administrator program,
and then expand the site container.
- 2. Click the small plus sign adjacent to the Configuration container of
the selected site to further expand the hierarchy in the left pane.
- 3. Expand the Servers container in the left pane, and a list of Exchange
servers in your site appears.
- 4. Click and expand the server name where the public information store
you want to configure is located.
- 5. The displayed server objects now visible in the left pane of the Microsoft
Exchange Administrator program window are identical in name and function to similar
objects displayed in the right pane. Selecting properties of either the private information
store or the public information store displays the same data.
- 6. Expand the Public Information Store in the left pane, and then click
the Server Replication Status object. The status information appears in the right
pane. You can add to the default columns shown in the right pane by using the View
menu and the Columns command.
The Folder Replication Status Page
This page provides public information store monitoring capabilities on the individual
folder level. This page contains just one main display window with information divided
into columns.
Complete the following steps to view the Folder Replication Status:
- 1. Select the Folder Replication Status tab of the Public Information
Store properties sheet. The page shown in Figure 15.29 appears. The display window
shows all public folders involved in replication on this server's public information
store.
FIG. 15.29 View the status
of individual folders replicated from the local server and to the local server from
remote sites.
- 2. Click the Refresh button to update the display window with the latest
information.
- 3. Click the Columns button to edit which columns are displayed and their
widths in pixels (see Figure 15.30). See the list following these steps for a description
of each column heading and the type of information it can display.
- 4. Click Apply to set these properties and continue changing properties.
If you are satisfied with all settings, click OK to return to the Administrator program.
FIG. 15.30 Display columns
available for the Folder Replication Status page.
The following are the default columns:
- Display Name. The Exchange Administrator display name for this directory
object.
- Last Received Time. The last date and time this public folder received
an updated replication message.
- Number of Replicas. The sum of all instances of this folder throughout
the local site.
- Replication Status. Notification of public folder replication status.
The following is the only optional column:
- Folder--The public folder name.
You can quickly access the Folder Replication Status from the main Exchange hierarchy
displayed in the left pane of the Exchange Administrator program window; the path
to the Folder Replication Status object is the same as the one to the logon information
(refer to Figure 15.24).
To access the Folder Replication Status information using the timesaving method,
follow these steps:
- 1. Navigate to your desired site with the Exchange Administrator program,
and then expand the site container.
- 2. Click the small plus sign adjacent to the Configuration container of
the selected site to further expand the hierarchy in the left pane.
- 3. Expand the Servers container in the left pane, and a list of Exchange
servers in your site appears.
- 4. Click and expand the server name on which the public information store
you want to configure is located.
- 5. The displayed server objects now visible in the left pane of the Microsoft
Exchange Administrator program window are identical in name and function to similar
objects displayed in the right pane. Selecting properties of either the private information
store or the public information store displays the same data.
- 6. Expand the Public Information Store in the left pane, and then click
the Folder Replication Status object. The Folder Replication Status information appears
in the right pane. You can add to the default columns shown in the right pane by
using the View menu and the Columns command.
The Folder Replication Status information is a good place to start when troubleshooting
public folder replication issues. The Replication Status column gives the current
status of this folder. Below is a definition of each status:
- In Sync. Indicates that no changes have been made to the replica since
the last changes were sent.
- Local Modified. Indicates that changes have been made to this replica
that have not yet been replicated throughout the site.
The Advanced Page
Using the Advanced page, you can customize some specialized settings involving
public folder replication. When a folder is replicated to a remote site, the actual
replication data is broken up into messages addressed to the remote public information
store. On this page, you can set the upper limit for the size of the replication
messages in order to better control messaging traffic. Complete the following steps:
- 1. Select the Advanced tab of the Public Information Store properties
sheet. The page shown in Figure 15.31 appears.
FIG. 15.31 The Advanced
page of the Public Information Store properties sheet.
- 2. In the Replicate Always Interval (Minutes) box, enter the interval
(in minutes) between outgoing replication messages, which applies when the Always
option button is selected in the Replication Schedule dialog box. By default, this
interval is 15 minutes.
- 3. In the Replication Message Size Limit (K) box, enter the maximum message
size (in kilobytes) of an outgoing replication message. By default, this maximum
is set at 100K. Messages are grouped together or subdivided to fit that size.
- 4. To reset the values of the two boxes to their default settings, click
the Default button. When you're satisfied with the settings, click OK.
The Diagnostics Logging Page
This page works in conjunction with the Windows NT Event Log to record various
"events" that occur within the information store. This page is identical
to Advanced page of the Private Information Store properties sheet. Various levels
of logging determine what constitutes an event and, therefore, what types of information
are actually recorded. For troubleshooting purposes, you would want a very detailed
record of occurrences within the Information Store so you would set a high logging
level. However, you normally want to log only events that are critical, so you set
a lower logging level for everyday operation. l

