Module 3

Managing Recipient Objects

Module Overview

• Managing Mailboxes

• Managing Other Recipients

• Configuring Email Address Policies

• Configuring Address Lists and Address Books Policies

• Performing Bulk Recipient Management Tasks

Lesson 1: Managing Mailboxes

• Types of Exchange Server Recipients

• Demonstration: How to Manage Mailboxes

• Configuring Mailbox Settings

• Demonstration: How to Configure Mailbox Permissions

• Demonstration: How to Move Mailboxes

• What Are Resource Mailboxes?

• Designing Resource Booking Policies

• Demonstration: How to Manage Resource Mailboxes

Types of Exchange Server Recipients

Exchange recipients include:

• Mail user or mail-enabled Active Directory users

• Resource mailboxes

• Mail contacts or mail-enabled contacts

• User mailboxes

• Mail-enabled security and distribution groups

• Dynamic distribution groups

• Linked mailboxes

• Remote mailboxes

Demonstration: How to Manage Mailboxes

In this demonstration, you will see how to:

• Mailbox-enable existing user accounts

• Create a new mailbox

• Disable a user mailbox

• Remove a user mailbox

Configuring Mailbox Settings

Common options for configuring mailboxes:

• Configure mailbox size limits

• Hide from address lists

• Assign SMTP addresses

• Configure client protocols

• Configure Unified Messaging and mobile device settings

• Configure mailbox permissions

Demonstration: How to Configure Mailbox Permissions

In this demonstration, you will see how to:

• Assign Full Access permissions to a mailbox

• Assign Send As permissions to a mailbox

Demonstration: How to Move Mailboxes

In this demonstration, you will see how to move mailboxes by using Exchange Management Console

To create a resource mailbox, you must:

What Are Resource Mailboxes?

Types of mailboxes that represent meeting rooms or shared equipment, and that you can include as resources in meeting requests

Types of mailboxes that represent meeting rooms or shared equipment, and that you can include as resources in meeting requests

Configure resource properties

Create a new mailbox as a room or as equipment

Configure resource booking policies

22

11

33

Enable automatic calendar management44

Consider using room lists to simplify the process of selecting an available meeting roomConsider using room lists to simplify the process of selecting an available meeting room

Designing Resource Booking Policies

Booking polices define how resources can be automatically scheduled

Automated resource booking policies:

Include in-policy or out-of-policy meeting requests 

Use Set-CalendarProcessing cmdlet in the Exchange Management Shell for granular resource booking policies configuration  

Considerations for developing a resource booking policies:

• Define which users can book a resource, and when

• Define whether resource mailbox will auto-accept meetings

Demonstration: How to Manage Resource Mailboxes

In this demonstration, you will see how to:

• Create and configure a resource mailbox

• Configure a delegate for a resource mailbox

• Configure a room list distribution group

Lesson 2: Managing Other Recipients

• What Are Mail Contacts and Mail Users?

• What Are Distribution Groups?

• Options for Configuring Distribution Groups

• Demonstration: How to Manage Groups by Using the Exchange Control Panel

Mail users:

What Are Mail Contacts and Mail Users?

Mail contacts:

•Similar to mail contacts, but mail users have Active Directory logon credentials

•Can access resources to which they are granted permission

•Mail-enabled Active Directory contacts

•Contain information about people or organizations that exist outside your Exchange organization

Exchange Server 2010 introduces two new distribution group features:

• Public groups. Distribution groups that end users can manage through the Exchange Control Panel

• Moderated groups. Distribution groups that allows the group manager to approve or reject either all messages sent to the group or from specific users

What Are Distribution Groups?

Types of distribution groups:

• Universal security groups. Mail-enabled, and you can assign permissions outside of Exchange

• Universal distribution groups. Mail-enabled, and you can only assign Exchange permissions for things like Public folders

• Dynamic distribution groups. Mail-enabled, and you use recipient filters and conditions to determine membership

Distribution groups enable a group of recipients to receive emailDistribution groups enable a group of recipients to receive email

Options for Configuring Distribution Groups

You can configure several options for Exchange Server distribution groups, which include:

• Group membership

• Maximum message size

• The users who can send messages to the group

• Address list visibility

• Delivery of Out-of-Office messages

• Non-delivery reports

• Email addresses for the group

• Message Moderation

• Create and manage groups using the Exchange Control Panel

• Membership Approval

Demonstration: How to Manage Groups by Using the Exchange Control Panel

In this demonstration, you will see how to:

•Add the MyDistributionGroups to the default user role assignment

•Create and configure a new distribution group

•Manage distribution group membership

Lesson 3: Configuring Email Address Policies

• What Are Email Address Policies?

• Demonstration: How to Configure Email Address Policies

What Are Email Address Policies?

Email address policies define the format for the email address and the recipients for whom the policy applies Email address policies define the format for the email address and the recipients for whom the policy applies

Item changed When are changes applied?

Email address policy

• You choose: Immediate or Scheduled

Recipients • Immediately

Select recipients are based on:

Select recipients are based on:

Recipient filters

Recipient filters

Recipient types

Recipient types

ConditionsConditions

Demonstration: How to Configure Email Address Policies

In this demonstration, you will see how to:

• Create a new email address policy for Fourth Coffee recipients

• Verify that the email address policy has been applied

Lesson 4: Configuring Address Lists and Address Books Policies

• What Are Address Lists?

• Demonstration: Configuring Address Lists

• Configuring Offline Address Books

• What Are Address Book Policies?

• Demonstration: Configuring Address Books Policies

What Are Address Lists?

Default address lists are:

All contacts

All groups

All rooms

All users

Default global address list

Recipient objects that are grouped together based on an LDAP query for specific Active Directory attributesRecipient objects that are grouped together based on an LDAP query for specific Active Directory attributes

Multiple GALs are typically used when a single Exchange Server organization is supporting multiple companiesMultiple GALs are typically used when a single Exchange Server organization is supporting multiple companies

Demonstration: Configuring Address Lists

In this demonstration, you will see how to:

• Create an address list

• Verify the address list

Configuring Offline Address Books

The default offline address book:

Contains the GAL only

Can be modified to contain additional address lists

Is generated once per day by default

When multiple offline address books are created:

The default offline address book is determined by the offline address book configured for the user’s mailbox database

Options for accessing offline address books:

Office Outlook 2007 and later clients use web-based distribution

Office Outlook 2003 and earlier clients use Public folders

Company scenario:

• Company has two divisions in the same Exchangeorganization

• Users should see only other users in their division in the GAL

Div2 Users

Div2 DLs

Div1 Contacts

Div1 DLs

Div2 Contacts

Div1 Users Div1 OAB

Div2 OAB

Div1 GAL

Div2 GAL

Div1 Room AL

Div2 Room AL

Div1 OAB +Div1 Users +Div1

Contacts + Div2 Users

Div2 OAB +Div1 Users + Div1 DLs +Div2 DLs + Div 2

Contacts + Div1 GAL

Address Lists Offline Address Books Global Address Lists Room Address Lists

Effective Filter = Div1 GAL

Address Lists

Offline Address Book

Room Address List

Default Address List

Div1 UsersDiv1 DLs

Div1 Contacts

Div1 OAB

Div1 Room Al

Div1 GAL

Division1 ABP

Address Book Policy

A

Address Book Policy

Assignment

User

What Are Address Book Policies?

In this demonstration, you will see how to:

• Create a global address list for Fourth Coffee users

• Create a new offline address book for Fourth Coffee users

• Create the address book policy

Demonstration: Configuring Address Books Policies

Lesson 5: Performing Bulk Recipient Management Tasks

• Discussion: Benefits of Managing Recipients in Bulk

• Exchange Management Shell Examples

• Demonstration: How to Manage Multiple Recipients

Discussion: Benefits of Managing Recipients in Bulk

• Describe situations where multiple recipients need to be created

• Describe situations where multiple recipients need to be modified

Exchange Management Shell Examples

Get-User –OrganizationalUnit Marketing | Enable-Mailbox –Database “Mailbox Database 1”

Get-DistributionGroup “Sales" |Get-DistributionGroupMember |Set-Mailbox –UseDatabaseQuotaDefaults $false –ProhibitSendQuota 4GB

Get-Mailbox –server VAN-EX1 | New-MoveRequest–TargetDatabase “Mailbox Database 2"

Get-Message -Filter {Subject -like “*Sale*"} |Remove-Message

Get-User -Filter {(Company –eq ‘Adventure Works’) -and (Department –ne ‘IT’)}

Demonstration: How to Manage Multiple Recipients

In this demonstration, you will see how to use piping and filtering and how to use a simple sample script

Lab: Managing Exchange Recipients

Exercise 1: Managing Recipients

Exercise 2: Configuring Email Address Policies

Exercise 3: Configuring Address Lists

Exercise 4: Performing Bulk Recipient Management Tasks

Logon information

Estimated time: 45 minutes

Lab Scenario

You are the messaging administrator for A. Datum Corporation. Your company has recently acquired a company called Adventure Works. You must configure new resources, an email address policies for all users, create an address list, and import the users from Adventure Works.

Lab Review

• What is the effect of creating an empty address list on the global address list?

• In your messaging environment, for which activities will you create scripts?

Module Review and Takeaways

• Review Questions

• Common Issues and Troubleshooting Tips

• Real-World Issues and Scenarios

• Best Practices