CHAPTER 13
CREATING AND MANAGING
RECIPIENTS
Recipient objects are in integral part of any messaging system. They form the address
lists from which users can pick message (not end users, they are recipients) recipients,
against which client programs can resolve recipient addresses, and through this message
transfer processes learn where to deliver messages.
Windows 2000
default. In other words, every domain administrator can create, move, and delete user
accounts plus mailboxes in his or her home domain.
Lesson 1:
Configuring Recipient Objects
Potential recipient objects in Active Directory are user accounts, contacts, and groups.
They become recipient objects when you add e-mail address information to them. They
become recipient objects when you add e-mail address information to them. A fourth
type of recipient object exists when Exchange 2000 Server is installed, the public folder.
Mailbox-Enabled Recipient Objects (3 types)
Generally, mailbox-enabled objects are user-account objects with associated mailbox
information. It is not possible to assign Exchange mailbox resources to any other object
type. Mailbox-enabled accounts possess corresponding e-mail addresses and can be
used to send and receive messages in an exchange organization.
Mail-Enabled Object. Are user-account objects with associated mailbox information.
Mail-enabled contacts. Are not referring to users working in your Windows 2000
environment. They are usually representing the recipients that exist outside the
organization’s own messaging network, such as partners, customers, and other users.
Mail-enabled Windows 2000 groups. Provide a convenient way to address multiple
recipients at one time. Active Directory supports security and distribution groups with
a domain-local, global, or universal scope. The difference is that security groups can
be used to delegate access permissions to members, which distribution groups do not
represent security principals and don’t support permission assignments.
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Creating Mailbox-and Mail-Enabled Recipient Objects
The creation of mailbox- and mail-enabled recipient objects is parallel to the creation
of user accounts, contacts, and groups.
Creating Mailbox-Enabled Recipients
For mailbox enabled objects, the only answer is user accounts. Launch Active Directory
Users and Computers, expand the console tree, right-click the desired container, such as
Users, point to New, and select the User command. In the first and second dialog boxes,
enter the Windows 2000 account information as usual.
Mailbox-Enabled Recipient and Mailbox Resources
Recipient objects reside in Active Directory, whereas mailboxes are repositories in the
Information Store. The client will initialize the mailbox folders according to the client
language (Inbox, Outbox, Contacts, and so on, for an English client).
Creating Mail-Enabled Recipients
To create a mail-enabled user account, make sure you deselect the Create An Exchange
Mailbox check box during account creation. Clear the check-box. If you create a user
no mail Tabs in Properties account. Only “Exchange Features”. After the Exchange
Tasks Wizard, creates a mail account.
Managing and Maintaining Mailbox-Enabled Recipients
When you display the properties of a mailbox-enabled user account, you can find three
Exchange-related tabs: Exchange General, E-Mail Addresses, and Exchange Features.
A fourth tab exists, but is hidden by default – Exchange Advanced. To display all
Exchange tabs, select Advanced Features, available under the Microsoft Management
Console (MMC) View button, before displaying the account properties.
Exercise Summary:
account object.
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Managing and Maintaining Mail-Enabled Recipients
Managing Mail-Enabled User Accounts and Contacts. Mail-enabled users accounts are
very similar to mailbox-enabled objects; they just don’t have an Exchange mailbox – yet.
However, they can participate in Instant Messaging because this feature is not bound to a
particular Exchange mailbox. You can configure the following settings:
E-Mail Addresses. To view, add, and manage e-mail addresses for the account object
(such as SMTP and X.400 addresses).
Exchange Advanced. To specify a simple display name, hide the account from Exchange
Address lists, specify whether the user’s client program is able to user MAPI rich text
format, and to define custom attributes and ILS settings.
Exchange Features. To enable or disable specific features such as Instant Messaging.
Exchange General. To change the alias, to set incoming message size restrictions, and to
specify from whom to accept messages.
Managing Mail-Enabled Groups. Mail-enabled groups don’t provide access to the
Exchange Features tab because Instant Messaging applies to users, not to groups.
Simple Display Name. To specify a simple display name for systems that cannot understand
special characters set in the regular display name.
Expansion Server. To designate a computer in the organization running Exchange 2000
Server as responsible for distribution list expansion.
Hide Group from Exchange Address Lists. To prevent the members of the group from being
displayed in the server-based address lists.
Send Out-Of-Office Messages To Originator. To send out-of-office notifications to the
originator of a message even if the recipient, who is currently out of the office, received the
message only because he or she is a member of a distribution list.
Send Delivery Report to Group Owner. To allow the owner of a mailbox enabled group to
receive detailed delivery reports and nondelivery reports. NDR.
Send Delivery Reports to Message Originator. To allow the originator of a message to
received leivery reports and nondelivery reports directly from the members of the distribution
list rather than from the distribution list itself.
Do not Send Delivery Reports. To suppress requested delivery reports and nondelivery
reports.
Custom Attributes. To add more information to the group than provided through default
attributes.
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Working with Mail-Enabled Groups
Microsoft recommends mail-enabling universal groups. The most obvious disadvantage
of global groups in a multidomain environment is that this type of group cannot contain any
recipients from other domains.
NOTE: In a single domain environment, no restrictions apply because all Global Catalog
servers are domain controllers that contain a full replica of the local domain information.
Membership Information and Group Expansion
Universal security and distribution groups can replicate information about group members
to the Global Catalog. This information is then available across the entire forest. The
SMTP service can expand these mail-enabled groups to determine the delivery path
for each individual recipient.
If an mail-enabled local or global group from another domain needs to be expanded,
the SMTP service must establish a direct connection to a domain controller in that domain.
Considerations About Universal Groups
The advantage of Universal Groups is that their membership information is replicated to
the Global Catalog. This is also a disadvantage, especially if the group is large. For
large groups, membership changes can result in excessive replication traffic.
TIP Microsoft recommends restricting the number of members in mail-enabled groups
to less than 5000 to mitigate the risk of excessive network traffic. If more than 5,000
members must be included, consider using nested groups.
Security VS Distribution Groups
Whenever possible, give security groups preference over distribution groups. This allows
you to keep the number of groups in your environment at a reasonable level because
mail-enabled security groups can server the purpose of permission assignment as well
as message addressing.
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Exercise Summary:
enabled user accounts. For a group don’t forget to specify a group owner.
Lesson 2:
Mailbox and Resource Management
You can manage mailbox resources at different levels in Active Directory Users and Computers
and Exchange System Manager. You can use the tool to configure individual mailbox properties.
Assigning Mailbox Rights
It is advantageous to have the ability to add mailbox information to user accounts upon their
creation and remove mailboxes again when their associated accounts are deleted.
Configuring a Postmaster Mailbox
It is a good idea to mailbox-enable the general Administrator account and assign it the SMTP
service’s postmaster address. The postmaster address is used, for instance, in nodelivery
reports to indicate delivery problems to the message originator. The originator may then
reply to the postmaster address to seek assistance.
It would be inconvenient to use the Administrator mailbox as a personal e-mail account.
Creating Dedicated, Disabled Mailbox Accounts
You may create disabled user accounts for specific purposes and mailbox-enabled them.
Then assign your own account the Full Mailbox Access and Read As rights.
Management of Server-Based Mailbox Resources
The number of mailboxes that you can put on a single Exchange 2000 Server greatly
depends on the available hard disk space.
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Single Instance Storage Feature
Instead of delivering a message addressed to 1000 recipients into 1000 mailboxes, the message
is delivered once, saving 999 instances of delivery time. Users can access this single message
instance and read it just as if it belonged exclusively to them.
Storage Limits
If your server’s disk space is limited, consider applying storage limits. Storage limits allows you
to warn your users if their mailbox size exceeds a certain maximum (Issue Warning at KB).
(check of the box, do not delete till backed up.
Exercise Summary:
located in the mailbox store.
2000 without administrative intervention.
Management of Recipient Policies
Policies offer many benefits. A default policy in Exchange 2000 Server, for instance, determine
the format of e-mail addresses that recipient objects receive when they are mailbox or mail-enabled.
Adjusting Default Policy Settings
You can configure default policy settings in the Exchange System Manager by expanding the
Recipients container and then selecting Recipient Policies. Click on the E-Mail Address tab,
select the SMTP entry, click Edit, and under Address, add %g.%s to the beginning of the
address definition, for example %g.%s@Bluesky.com.uk.
Adding Recipient Policies. You can add a policy by right-clicking on it and adding New policy.
Recipient Update Service. When creating new mailbox or mail enabled recipient objects or
when updating existing e-mail address, there may be a delay before the addresses are displayed
correctly.
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Recipient Updates in Multiple Domain Environments
If you install at least one Exchange 2000 Server in all of your domains, the required objects
are created automatically. If domains without an Exchange 2000 server exist, you need to
perform this task manually. [Only 1 in the Domain].
Command-Line Utility:
LDIFDE.EXE is a command-line utility based on LDAP format.
Directory Export and Import Using CSVDE
If you are an Exchange Server 5.5 administrator, you are probably familiar with the comma
separated values CSV-based export/import files are used in the Exchange Administrator program.
The command syntax is the same as for the LDIFDE utility.
Chapter Summary:
of user accounts, contacts and groups.
subdivide the membership information.
default e-mail addresses according to the settings defined in recipient policies.
or CSDVE.