4. Creating Forwarding Mailboxes
Custom recipients, such as mail-enabled users and contacts, don't
normally receive mail from users outside the organization because a
custom recipient doesn't have an e-mail address that resolves to a
specific mailbox in your organization. At times, though, you might want
external users, applications, or mail systems to be able to send mail
to an address within your organization and then have Exchange forward this mail to an external mailbox.
Tip
You can send and receive text messages using Outlook Web App in
Exchange 2010, or you can send text messages the old fashioned way. In
my organization, I've created forwarding mailboxes for text-messaging and pager alerts.
This simple solution lets managers (and monitoring systems) within the
organization quickly and easily send text messages to IT personnel.
Here, I've set up mail-enabled contacts for each text messaging e-mail address, such as [email protected],
and then created a mailbox that forwards e-mail to the custom
recipient. Generally, the display name of the mail-enabled contact is
in the form Alert User Name, such as Alert William Stanek. The display name and e-mail address for the mailbox are in the form Z LastName and AE-[email protected], such as Z Stanek and [email protected],
respectively. Afterward, I hide the mailbox so that it isn't displayed
in the global address list or in other address lists; this way, users
can see only the Alert William Stanek mailbox.
To create a user account to receive mail and forward it off-site, follow these steps:
-
Using the Exchange Management Console, create a mail-enabled contact for the user. Name the contact Alert User Name,
such as Alert William Stanek. Be sure to establish an external e-mail
address for the contact that refers to the user's Internet address.
-
Using the Exchange Management Console, create a mailbox-enabled user
account in the domain. Name the account with the appropriate display
name, such as Z William Stanek. Be sure to create an Exchange mailbox
for the account, but don't grant any special permission to the account.
You might want to restrict the account so that the user can't log on to
any servers in the domain.
-
Using the Exchange Management Console, access the Properties dialog box for the user's mailbox.
-
On the Mail Flow Settings tab, select Delivery Options and then click Properties.
-
In the Delivery Options dialog box, select the Forward To check box and then click Browse.
-
In the Select Recipient dialog box, select the mail-enabled contact
you created earlier and then click OK three times. You can now use the
user account to forward mail to the external mailbox.
5. Creating Archive Mailboxes
Each user can have an alternate mailbox for archives. An archive
mailbox is used to store a user's old messages, such as might be
required for executives and needed by some managers. In Outlook and
Outlook Web App, users can access archive mailboxes in much the same way as they access their regular mailbox.
You can create a user's archive mailbox at the same time you create
the user's standard mailbox. To create an archive mailbox, right-click
the standard mailbox in the Exchange Management Console, select Enable
Archive, review the dialog box, and then click Yes when prompted to
confirm. Using the Exchange Management Shell, you can create an archive
mailbox using Enable-Mailbox. The basic syntax is as follows:
Enable-Mailbox [-Identity] Identity -Archive
such as:
enable-mailbox cpandl.com/engineering/tonyg -archive
Because each user can have only one archive mailbox, you get an
error if the user already has an archive mailbox. Items in the user's
mailbox will be moved automatically to the archive mailbox based on the
default retention policy. When you install Exchange Server, a default
retention policy is created for all archive mailboxes.
Whether you use the Exchange Management Console or the Exchange
Management Shell, several other parameters are set for archive
mailboxes. The default name for the archive mailbox is set as Online
Archive – UserDisplayName, such as Online Archive – Vamsi Kuppa. The default quota and warning quota are set as unlimited.
You can change the archive name and set quotas by using Set-Mailbox. The basic syntax is as follows:
Set-Mailbox [-Identity] Identity -ArchiveName Name
-ArchiveQuota Quota -ArchiveWarningQuota Quota
When you set a quota, specify the value with MB (for megabytes), GB
(for gigabytes), or TB (for terabytes), or enter 'Unlimited' to remove
the quota. Here is an example:
set-mailbox cpandl.com/engineering/tonyg
-ArchiveQuota '2GB' -ArchiveWarningQuota '900MB'
In the Exchange Management Console, you can set or remove a quota
warning for an archive mailbox by right-clicking the entry for the
user's standard mailbox and selecting Properties. In the Properties
dialog box, on the Mailbox Settings tab, double-click Archive Quota. To
set a quota warning, select Issue Warning At, and then enter a quota in
megabytes. To remove a quota, clear Issue Warning At.
To disable an archive
mailbox, right-click the mailbox in the Exchange Management Console,
select Disable Archive, and then click Yes when prompted to confirm. In
the Exchange Management Shell, you can disable an archive mailbox by
using Disable-Mailbox. The basic syntax is as follows:
Disable-Mailbox [-Identity] Identity -Archive
such as:
disable-mailbox cpandl.com/engineering/tonyg -archive
6. Creating Arbitration Mailboxes
Exchange moderated
transport requires all e-mail messages sent to specific recipients to
be approved by moderators. You can configure any type of recipient as a
moderated recipient, and Exchange will ensure that all messages sent to those recipients go through an approval process.
Distribution groups are the only types
of recipients that use moderation by default. Membership in
distribution groups can be closed, owner approved or open. While any
Exchange recipient can join an open distribution group, joining a
closed group requires approval. Group owners receive join and remove
requests and can either approve or deny those requests.
Distribution groups can also be unmoderated or moderated. With unmoderated
groups, any approved sender (which is all senders by default) can send
messages to the group. With moderated groups, messages are sent to
moderators for approval before being distributed to members of the
group. The only exception is for a message sent by a moderator. A
message from a moderator is delivered immediately because a moderator
has the authority to determine what is and isn't an appropriate message.
Note
The default moderator for a distribution group is the group's owner.
Arbitration
mailboxes are used to store messages that are awaiting approval. When
you install Exchange Server 2010, a default arbitration mailbox is
created. For the purposes of load balancing or for other reasons, you
can convert other mailboxes to the Arbitration mailbox type by using
the Enable-Mailbox cmdlet. The basic syntax is as follows:
Enable-Mailbox [-Identity] Identity -Arbitration
such as:
enable-mailbox cpandl.com/users/moderatedmail -Arbitration
You can create an arbitration mailbox by using New-Mailbox as shown in this example:
New-Mailbox ModeratedMail -Arbitration -UserPrincipalName
[email protected]
7. Creating Discovery Mailboxes
Exchange
Discovery helps organizations comply with legal discovery requirements
and can also be used as an aid in internal investigations or as part of
regular monitoring of e-mail content. Exchange Discovery uses content
indexes created by Exchange Search to speed up the search process.
Note
By default, Exchange administrators do not have sufficient rights to
perform Discovery searches. Only users with the Discovery Management
role can perform Discovery searches.
You use the Exchange Control Panel (ECP) to perform searches. After
you log on, click Reporting in the left pane, and then click the
Mailbox Searches tab. Discovery searches are performed against
designated mailboxes or all mailboxes in the Exchange organization.
Items in mailboxes that match the Discovery search are copied to a
target mailbox. Only mailboxes specifically designated as Discovery mailboxes can be used as targets.
Tip
By default, Discovery search does not include items that cannot be
indexed by Exchange Search. To include such items in the search
results, select the Include Items That Can't Be Searched check box in
Exchange Control Panel.
When you install Exchange Server 2010, a default discovery mailbox
is created. You can convert other mailboxes to the Discovery mailbox
type by using the Enable-Mailbox cmdlet. The basic syntax is as follows:
Enable-Mailbox [-Identity] Identity -Discovery
such as:
enable-mailbox cpandl.com/hr/legalsearch -discovery
You can create a Discovery mailbox by using New-Mailbox as shown in this example:
New-Mailbox LegalSearch -Discovery -UserPrincipalName
[email protected]
Once a Discovery mailbox is established, you can't convert it to
another mailbox type. You can't use Exchange Management Console to
create Discovery mailboxes.
8. Creating Shared Mailboxes
Shared mailboxes
are mailboxes that are shared by multiple users. Although shared
mailboxes must have an associated user account, this account is not
used for logon in the domain and is disabled by default. Users who
access the shared mailbox do so using access permissions.
You can create a shared mailbox by using New-Mailbox, as shown in this example:
New-Mailbox CustomerService -Shared -UserPrincipalName
[email protected]
A user account named CustomerService is created for this
mailbox. This user account is disabled by default to prevent logon
using this account. To share the mailbox with users who need to be able
to access it, right-click the mailbox in the Exchange Management Console, select Manage Full Access Permission, and then follow the prompts.
