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70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

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70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

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  1. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration Chapter Five Managing Addresses

  2. Objectives • Understand and create the different types of address lists that are used within Exchange Server 2003 • Understand how recipient policies work • Describe how the Recipient Update Service works 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  3. Managing Addresses • Recipient: represents a resource in Active Directory • Examples: mailbox, public folder, Internet newsgroup • Global Address List (GAL): list of all messaging recipients • Custom address list: groups recipients in GAL by attributes • Offline address list: provides downloadable copy of address list(s) • Recipient Update Service (RUS): builds and maintains address lists 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  4. Address Lists • Reach of Global Address Lists (GALs): • List of recipients in Exchange Server 2003 organization • List of users within a foreign system; e.g. Lotus Notes • Requires a dedicated connector (Lotus Notes Connector) • Three components of internal GAL: • Default address lists • Custom address lists • Offline address lists 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  5. Default Address Lists • Set up by default with the installation of Exchange Server • Organizes presentation of recipient information • Default address lists may be tailored to an organization 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  6. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  7. Custom Address Lists • Custom Address Lists: based on Active Directory attributes that can be queried • Examples: location, department, teams • To create a custom address list • Define to whom the policy will be applied • Use a Find command to select/filter desired recipients • LDAP (Lightweight Directory Access Protocol) query • Three choices for restricting membership • By specific recipient types • By specific server or mailbox store • By criteria set in a custom LDAP filter 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  8. Custom Address Lists (continued) • Five ways to restrict membership in an address list • Users with an Exchange Mailbox • Users with external e-mail addresses • Groups • Contacts • Public folders • Three ways to limit membership based on storage location • Mailboxes on any server • Mailboxes on this server • Mailboxes in this mailbox store 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  9. Custom Address Lists (continued) • Create a custom query filter for granular control • Enables fine-tuning of membership list • Multiple filter rules are allowed • To create custom query filters • Define Active Directory field, condition, and search value • Filter rules use a logical AND to form an LDAP query • All conditions must be met for the recipient to be a list member • Identification process for eligible recipients compares the value in the Find Exchange Recipients dialog box to the value in Active Directory 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  10. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  11. Activity 5-1: Creating a New Address List • Time Required: 10 to 20 minutes • Objective: Create a new address list for an Exchange Server 2003 organization • Description: Create a new address list to identify the users within the city associated with each particular server 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  12. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  13. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  14. Activity 5-2: Nesting Address Lists • Time Required: 10 to 20 minutes • Objective: Nest address lists within an existing address list • Description: Create a nested address list under the country address list from previous activity 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  15. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  16. Activity 5-3: Assigning Permissions to Address Lists • Time Required: 30 to 40 minutes • Objective: Set the permissions on an address list so that recipients can see their own respective address list and the address lists of other users • Description: Assign permissions so that only a select set of individuals can see it 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  17. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  18. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  19. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  20. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  21. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  22. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  23. Activity 5-4: Change the Display Order of Names Within the Global Address List • Time Required: 10 to 20 minutes • Objective: Change the display format for names within the GAL from “Firstname Lastname” format to “Lastname, Firstname” format • Description: Configure Active Directory to change the display format of the display name within the GAL from “Firstname Lastname” to “Lastname, Firstname” format 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  24. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  25. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  26. Activity 5-5: Configure Clients to Make Use of Address List • Time Required: 10 to 20 minutes • Objective: Configure Outlook to make use of a custom address list • Description: Configure Outlook to make use of the custom City Recipient List Address list that was created in previous activity 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  27. Offline Address Lists • Set of address lists in files created and stored on the offline address lists server • Default offline address list is: • Created when Exchange 2003 server is installed • Based on the Default Global Address List • Multiple offline address lists may be created • Mailbox store is associated with offline address lists • Users with mailboxes on store may download list 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  28. Activity 5-6: Configuring an Offline Address List • Time Required: 10 to 20 minutes • Objective: Configure an offline address list on your server • Description: Configure an offline address list that will be composed of the Default Global Address List and previously created custom address lists 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  29. Activity 5-7: Configuring Clients to Make Use Of Offline Address Lists • Time Required: 5 to 10 minutes • Objective: Configure an Outlook client to make use of an offline address list • Description: Configure your Outlook client to make use of offline address lists 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  30. Recipient Policies • Recipient policy: collection of configuration settings applied to Exchange objects • Two types of recipient policies are available • Mailbox Manager • E-mail address • Recipient policies are applied with LDAP queries • Tasks performed by default recipient policy: • Creates SMTP and X.400 addresses for all mail-enabled objects • Configures e-mail address for components (cc:Mail) 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  31. E-mail Address Recipient Policies • E-mail address recipient policies: • Control e-mail address generation in organization • Used to establish new global default e-mail addresses • Multiple e-mail address recipient policies may be created • Filters allow for the selective application of policies 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  32. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  33. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  34. Activity 5-8: Creating an E-mail Address Recipient Policy • Time Required: 10 to 20 minutes • Objective: Create an e-mail address recipient policy to configure a primary address to represent your organization • Description: Create an e-mail address recipient policy that will be used to stamp your users with the organization name 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  35. Activity 5-9: Creating Exceptions to E-mail Address Recipient Policies • Time Required: 5 to 10 minutes • Objective: Exclude individuals from having e-mail address recipient policies applied to them • Description: Modify a test user created on your server to exclude her from having e-mail address recipient policies applied to her 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  36. Mailbox Manager Recipient Policies • Mailbox Manager recipient policies: • Tracks mailbox usage • Notifies users to cleanup messages • May perform cleanup by moving or deleting messages • Messages processed according to storage folder • Default triggers for Mailbox Manager processing: • Items in folder longer than 30 days • Items larger than 1 MB 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  37. Mailbox Manager Recipient Policies (continued) • Four message processing options are available • Generate Report Only • Move to Deleted Items Folder • Move to System Cleanup Folders • Delete Immediately • Policies may be applied to all mailbox-enabled objects • Activating Mailbox Manager is a two-part process • Create and configure Mailbox Manager recipient policy • Specify when and how mailbox management occurs • Multiple Mailbox Manager policies may be created 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  38. Activity 5-10: Creating a Mailbox Manager Policy • Time Required: 10 to 20 minutes • Objective: Create a Mailbox Manager policy that will notify users when they should clean up their mailboxes • Description: Creating a Mailbox Manager policy helps users to be aware that they need to clean up their mailboxes on occasion 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  39. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  40. Recipient Update Service • Recipient Update Service (RUS): • Builds and maintains address lists • Creates and maintains Exchange Server 2003 attribute values in Active Directory • RUS runs as a thread of the System Attendant Service • Two default RUS objects are created • RUS (Enterprise Configuration) • RUS (installation Active Directory domain) • An additional RUS is needed if the server has recipients 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  41. Recipient Update Service (continued) • RUS responsibilities: • Automatic generation of SMTP addresses • Automatic generation of proxy addresses • Stamping proxyAddresses attribute on recipient objects in Active Directory • RUS searches for objects to update in three ways • Update only new and modified objects • Update all objects by initiating a Rebuild event • Update objects corresponding to specific recipient policy 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  42. Updating New and Modified Objects • Default RUS behavior includes updating new and modified objects each time it runs • Running frequency is once a minute • RUS tracks changes occurring on the domain controller • Three events that cause RUS to update recipient objects: • New recipients • New address lists • Changes to existing address list 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  43. Activity 5-11: Scheduling E-mail Address Recipient Policy Updates • Time Required: 5 to 10 minutes • Objective: Modify the schedule with which the RUS applies recipient policies • Description: Configure the RUS to make modifications to e-mail addresses based on recipient policy changes 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  44. Updating All Objects • To update all objects, use the Rebuild option in Exchange System Manager • Sequence of events following the selection of Rebuild: • Set msExchDoFullReplication attribute to true • RUS started by schedule of Update Now command • RUS looks at all objects in Active Directory • Rebuild process is completed • msExchDoFullReplication is set back to false 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  45. Updating Objects Corresponding to a Specific Policy • Filter on policy causes the RUS to take modified action • Steps to altering a RUS default behavior: • Modify filter on policy • RUS queries for users who match the new and old filter • msExchPoliciesIncluded attribute reset • Administrator uses Apply Now option to apply the policy • Three-step RUS decision process: • RUS determines the recipient policy to apply to the object • RUS determines whether the recipient is new • RUS adds selected primary address of type (if needed) 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  46. Updating Objects Corresponding to a Specific Policy (continued) • Conditions for the RUS to regenerate a primary address: • Recipient policy has been applied • gatewayProxy attribute is populated • Conditions for adding secondary addresses: • When recipient is new • Policy has already been applied • Be cautious if clearing the check box for a primary address • All addresses of that type are removed when the policy is applied 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  47. Summary • GALs are composed of several address lists • Default address lists are created when Exchange Server 2003 installed • Custom address lists are built on Active Directory attributes available for query • To create an address list, define to whom the policy will be applied • Select and filter recipients based on an LDAP query 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  48. Summary (continued) • Multiple ways to group recipients in an address list • GAL should be listed before other types of lists • Offline address list is created and stored on an offline address list server • Policy is collection of configuration settings applied to Exchange objects • Two types of policies are available in Exchange Server 2003 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  49. Summary (continued) • E-mail address recipient policies control e-mail address generation • Mailbox Manager tracks mailbox usage • Mailbox Manager recommends or performs cleanup • RUS builds and manages address lists • RUS creates and maintains Exchange Server 2003 specific attribute values 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration