Notice: This material is excerpted from Special Edition Using Microsoft Exchange Server, ISBN: 0-7897-0687-3. The electronic version of this material has not been through the final proof reading stage that the book goes through before being published in printed form. Some errors may exist here that are corrected before the book is published. This material is provided "as is" without any warranty of any kind.
A recipient is any directory object designed to receive information. This chapter explains the administrative process of creating and modifying these objects. Several tools are provided with Microsoft Exchange to assist administrators in creating user mailboxes. The Microsoft Exchange Migration tool and the import command in the Administrator Program enable you to import directory lists in bulk from external systems, such as Novell NetWare or Lotus CC: Mail.
Recipients are managed from the Administrator Program. This Program displays recipient objects when the user clicks their container within the exchange hierarchy. Microsoft Exchange Server defines four types of recipients:
Each recipient has multiple property sheets that hold its settings. This section demonstrates how to create and configure each of the four recipient types that the Microsoft Exchange Server defines.
Whenever you create a new recipient of any sort, you must first select the recipient container in which you want to store this new object. If none is selected, you will be notified that Recipients cannot be created in the parent container.
Select New Mailbox from the Exchange Administrator file in the BOSTON site. You have not selected either the main Recipients container or any other custom container; therefore, the dialog box in figure 15.1 appears:
This notice displays when the proper container for the object has not been selected.
In this chapter, you learn the following:
The most common type of recipient is the mailbox. As mentioned previously, each mailbox generally has one user assigned to it. However, several users might share one mailbox. The term "mailbox" refers specifically to a Microsoft Exchange recipient on a Windows NT Server.
You can create a new mailbox using one of two methods:
1. Use the Windows NT user manager to create an NT user account along with a mailbox.
2. Use the Microsoft Exchange Administrator program to create a mailbox for either a new or existing Windows NT account.
Use the Windows NT User manager to set up a new Windows NT account along with an Exchange mailbox. With the Microsoft Exchange Server installation you also get what is referred to as the Microsoft Exchange User Manager Extension (see fig. 15.2). This extension adds the menu Exchange to your Windows NT User Manager.
The User Manager Extension lets you add and delete Exchange Mailboxes along with accounts in the Windows NT User Manager.
The Exchange menu enables you to view a user's mailbox properties without having to launch the Exchange Administration Program. More importantly, the Exchange menu integrates the creation of new Windows NT domain users with the creation of new Exchange mailboxes. You can use the following options to configure the Exchange User Manager Extension:
1. Select Options under the Exchange menu. The dialog box in figure 15.3 appears:
You can select from the Options dialog box to configure the User Manager Extension
2. The User Manager Extension can be configured to always create an Exchange mailbox when a new user account is created. The option "Always Create An Exchange Mailbox When Creating Windows NT Accounts" sets up the User Manager to contact your Exchange Server. This selection also makes a user mailbox every time you create an new NT user. If immediately after you create a new user you check this selection, the standard Exchange mailbox property sheets will be presented to you for configuration. By default, this option is checked when you install Exchange Server.
3. The User Manager Extension can be configured to always to delete the mailbox when the user account is deleted. The option "Always Delete The Exchange Mailbox When deleting Windows NT Accounts" sets up the User Manager to contact your Exchange Server and delete a user's mailbox. By default, this option is checked when you install Exchange Server.
For the preceding option to function properly, you must be certain that the Microsoft Exchange Server is running properly.
4. Checking Always Prompt For Microsoft Exchange Server brings up the Exchange select Server dialog box every time the User Manager attempts a connection to Exchange. This option is not checked by default.
5. The Default Microsoft Exchange Server box displays the Exchange Server in which the User Manager Extension creates new user boxes. You can type in a new name. Alternatively, you can click browse to select a different Server.
6. Click Container to select a custom recipient container. By default, None is selected. This means that all new mailboxes become part of the general recipients container.
7. Click Apply to set these properties and continue with other properties. If you are done with all settings, click OK to return to the User Manager.
You will often want to create or administer several types of recipients. A more common way to do this would be to create a new user mailbox from within the Exchange Administrator program.
To create a new mailbox form within the Microsoft Exchange administrator, select the item New Mailbox from the administrator file menu. When the property pages for a new mailbox appear, you will be ready to proceed to the next step.
Configuring Mailbox Property Pages
No matter how the account is created, the property sheets associated with that mailbox are the same. The following is a list of property pages that we will cover in our discussion of mailboxes:
The field names are defined on the DS Site Configuration custom attributes page.
You use the General Page to enter user data. The primary purpose of the General property page is to hold user information for a mailbox. In this place, you give the mailbox the name by which it will be known to all other users.
The key elements to a mailbox name are the Display Name and the Alias Name. Display Name is the name which appears in the Administrator window and in the Address Book. Alias Name is the string used to generate other addresses for this mailbox, such as Internet addresses.
For example, a suitable Microsoft Exchange Display Name could be Matthew Weed with the Alias Name MWEED. The Administrator Program and Address Book show the display name: Matthew Weed. The SMTP address for this account, however, is formulated as aliasname@domain or: MWEED@DGENESIS.COM.
A mailbox is often referred to by its user name which is the same as its Display name.
The following explains how to set general properties for the mailbox:
1. Choose Recipients in the Exchange Server Administrator window. The list of mailboxes will appear on the right side of the window. Open the mailbox you want to configure.
If you have just created a new mailbox, you can omit the preceding step. The reason is that the property pages appear immediately after you create a new mailbox.
2. Select the General tab. The dialog box in figure 15.4 appears.
This option lets you select the mailbox you want to configure.
3. Enter the user's First Name in the appropriate box.
4. Enter the user's middle initial in the Initials box.
5. Enter the user's Last name in the appropriate box.
6. Type an Alias that you will use to generate other e-mail addresses for this recipient.
7. Enter Postal information in the available Address boxes.
8. Enter appropriate Company and location (Department, Office) information for this user.
9. The Primary Windows NT Account sets the corresponding system account for this mailbox. The following section contains a more advanced description of this button.
10. Click Apply to set these properties and continue with other properties. If you are finished with all settings, click OK to return to the Administrator Program.
You can give a mailbox that is to be used by more than one person a generic name. A mailbox to be monitored by multiple people for purposes of technical support might be named Tech Support.
Microsoft Exchange Server can automatically generate a Display Name and Alias Name when you type the users first and last names.
Display and Alias are the only two required fields in the general property page.
Every Microsoft Exchange mailbox must have at least one associated Windows NT account. This is referred to as the primary Windows NT account. Logging into Windows NT gives your account full access to the Microsoft Exchange Mailbox for that user name. If you create an Exchange mailbox in the Windows NT User Manager, the primary Windows NT account name is that new account.
The following shows how to set a primary Windows NT account from the Exchange Administrator Program:
1. Select the General tab in the new mailbox property sheet.
2. Click the Primary Windows NT Account button (see fig. 15.5).
3. Use Select An Existing Windows NT Account to browse through the Add Users and Groups dialog box. Select one. Then, click OK.
4. Alternatively, you can use Create a New Windows NT Account to bring up the Create Windows NT account dialog box.
Create a Windows NT user account for an Exchange mailbox without using the User Manager.
5. Pick the NT domain in which you want to create this account. Type a name in the Account Name box.
6. Click OK. The password for this newly created Windows NT account is the same as the mailbox's display name.
This property page records data pertinent to how your company functions. The kind of information found in this place are names of individuals who report to this mailbox owner and the mailbox owner's manager. These individuals are all identified by their Exchange Mailboxes. All this information is optional. The space is given to help you to be organized, however. It also provides for a specific definition of your organization with Exchange.
To set the Organization information, first specify the Manager of the mailbox owner:
1. Select the Organization tab. The dialog box in figure 15.6 appears:
The Organization properties let you define an executive hierarchy by Exchange mailboxes.
2. Click the Modify button under the Manager box. The address book displays. Select a recipient. Click OK. By default, the Manager space is blank.
3. To clear the Manager setting click the Clear button.
Next, Specify a list of people who report to this mailbox owner:
1. Under the Direct reports box, click Modify.
2. On the left window select the appropriate mailboxes. Click Add to create a list on the right. Select and delete names manually in the right window to remove mailboxes from the list. Click OK to return to the Organization tab.
3. Click Apply to set these properties and continue with other properties. When you are finished with all settings, click OK to return to the Administrator Program.
This property page gives you plenty of room to enter detailed telephone information concerning a mailbox user. There is also a large note space here to include any necessary comments. Once again, all these field are optional.
The following explains how to configure the Phone/Notes property page:
1. Select the Phone/Notes tab of the Mailbox Property page. The dialog box in figure 15.7 appears.
Include any relevant telephone data or notes.
2. Enter all relevant phone numbers in their appropriate boxes.
3. If you need an administrative note you can enter one in this place.
4. Click Apply to set these properties and continue with other properties. If you are finished with all settings, click OK to return to the Administrator Program.
In this property page, you define this mailbox's membership to various distribution lists. Distribution lists are another type of recipient. The following discussion covers these lists in more detail.
You can add distribution list membership using the following steps:
1. Select the Distribution Lists tab in the user's mailbox. The dialog box in figure 15.8 appears.
Define Distribution list membership for a mailbox.
2. The dialog box contains the distribution lists of which the user is a member. By default, a new mailbox is not a member of any of the lists.
3. Click Modify to change group membership. An address book window appears. Using this window you can add or delete your desired distribution lists. Click OK.
If no lists are available, and you want to create some new ones, see the instructions later in this chapter. These instructions explain how to define those recipients.
4. Click Apply to set these properties and continue with other ones. If you are finished with all settings, click OK to return to the Administrator Program.
Delivery restrictions screen incoming mail. Using the settings in this property page, you can define specific senders from which this mailbox will reject mail. Alternatively, you can define a list of addresses from which this mailbox will only accept messages. The two options are mutually exclusive. However, Exchange enables you to select senders in both lists.
The following explains how to set these options:
1. Select the Delivery Restrictions tab. The dialog box in figure 15.9 appears.
The Organization properties enable you to define an executive hierarchy by Exchange mailboxes.
2. The left window lists only the senders that are permitted to send messages to this mailbox. Alternatively, the right window lists senders who will be rejected if they send messages to this mailbox. By default, they are both empty.
3. Click Modify under each window to add or delete senders. The address book dialog box will open. Type or select senders from the list. Alternatively, you can delete them in this window. Click OK when you are finished and want to return to the Delivery Restrictions property sheet.
4. Click Apply to set these properties and continue with others. When you are finished with all settings, click OK to return to the Administrator Program.
A Microsoft Exchange Mailbox can be configured with special options that provide some interesting functions. You can set two different delivery options on this property page:
Occasionally, you will need to set alternate recipient for E-mail directed at a particular destination.
In our previous example, Sergio will be leaving on vacation for two weeks. Instead of bouncing the messages back with an auto reply, however, they can be redirected to an assistant's mailbox.
Use the following steps to set up alternate recipients:
1. Select the Delivery Options tab. The dialog box appears. The Alternate Recipient settings are in the lower left corner of the dialog box. By default, the None Radio button is selected and there is no entry in the box below it.
2. Under Alternate Recipient click Modify. The address book dialog box appears. Select the recipient to which you want all messages from this mailbox redirected. Click Add. Click OK to confirm your selection and return to the Delivery Option property page.
3. Select the And Alternate Recipient check box to both redirect a message to the alternate recipient and deliver it to the principle mailbox. This essentially delivers two messages. By default, this box is not checked.
This feature creates a situation in which one or many individuals are allowed to send mail "on behalf" of the primary mailbox. Authority is distributed across several users.
Example of using "send mail on behalf" feature
Michael Navarro, a 3-D graphics technical director in Los Angeles has a team of animators. Michael is currently the lead on a special effects project with a major studio. The animators are allowed to communicate electronically with the effects supervisor at the studio. Each animator has been given Send On Behalf privileges on the Michael Navarro mailbox. Animator Richard d'Andrea sends a message requesting information from the effects supervisor. The messages received by the effects supervisor are titled as sent by:
Richard d'Andrea on behalf of Michael Navarro
Use the following steps to set up Send On Behalf privileges:
1. Select the Delivery Options tab.
2. The Send On Behalf settings are found in the top half of the property page. The "Give Send On Behalf Of permission to" window displays all the users that have been granted this right.
3. Click Modify to edit the user list. The address book appears. In the left window, choose the user to which you want to grant thispermission. Click Add to add users. Alternatively, you can delete the names from the user list on the right window to remove them. Click OK to confirm your selection and return to the Delivery Options property page.
4. Click Apply to set these properties and continue with other ones. When you are finished with all settings, click OK to return to the Administrator Program.
This property page lets you define up to 10 extension fields for this mailbox.
Use the following steps to set up Custom Attributes:
1. Select the Custom Attributes tab. The dialog box in figure 15.10 appears:
Set values for the custom attributes designated for this site.
2. The dialog box lists all ten custom attributes on the left side of the box, and the users' values are entered on the right.
3. Type values for as many Custom Attributes as you want.
4. Click Apply to set these properties and continue with other properties. When you are finished with all settings, click OK to return to the Administrator Program.
Advanced properties are mainly concerned with the attribute information of a mailbox's system. The following are the advanced properties:
The following includes steps that help you to configure Advanced Properties:
1. Select the Advanced tab. The dialog box in figure 15.11 appears:
The Advanced property page gives you control over several mailbox functions related to the system.
2. Enter a Simple Display name to be used by systems that cannot interpret all the characters in a normal display name.
3. Set the mailbox's Trust Level to the desired level.
4. If you want to impose message transmission limits on this mailbox, click the appropriate Max (K) radio button. Enter the upper limit (in kilobytes) of message sizes you want to restrict.
5. If you want to change the serving on which the mailbox resides, select it from the Home Server pop-up menu. The entire contents of the mailboxes will be transferred to the new Server's information store.
This has the same function as selecting Move Mailbox from the Administrator Tools menu.
6. Select the mailbox options that you want: Check Allow Rich Text in Msgs. to provide for special message formatting options. This is the default setting. Check Hide From Address Book if you do not want this mailbox to appear in address listings.
7. Set mailbox specific "Information Store Storage Llimits" by clicking to remove the check in the Use Information Store Defaults box. Type a storage size value (in kilobytes) in the Issue Warning (K) at which users will be notified that their message storage is near capacity. Enter a value in the "Prohibit Send (K)". When this maximum is reached, the user is blocked from sending mail from this mailbox. This will not, however, prohibit incoming mail. By default, these values are set in the Public Information Store properties for this Server. These values will affect this mailbox unless it is told otherwise.
8. Optional comments providing custom notes or instructions for an mailbox can be entered here (up to 1024 characters). As an example, you can record the reasons for overriding information store defaults in this space.
9. Click Apply to set these properties and continue with other properties. When you are finished with all settings, click OK to return to the Administrator Program.
Creating Custom Recipients
Custom recipients are defined for sending messages to users outside the Microsoft Exchange organization global address list. Normally, these recipients are MS Mail users, SMTP users (Internet), foreign X.400 system users. You can also create custom recipients for any other third party connector or gateway. Once created, these recipients can be replicated across your organization as part of the global address list. They can receive messages from and send messages to a Microsoft Exchange Server. Custom recipient objects are identified by a globe icon in the Exchange Administrator program. Property pages for custom recipients are quite similar to those of standard Exchange mailboxes. The pages for custom recipients do not have as many advanced features as the latter.
The following steps help you to create a new custom recipient:
1. Select New Custom Recipient from the Administrator Program File menu. The New E-mail Address dialog box in figure 15.12 appears:
Address types for all installed connections and gateways are displayed in this dialog box.
2. Select an E-mail address type for your new custom recipient. All installed connector types are listed. Click OK.
3. In the proceeding dialog box, enter the appropriate delivery information for the selected address type.
4. Click OK to set address and proceed to the Exchange Custom Recipient Object property pages.
The following steps show you how to enter delivery addresses for specific custom recipients. Configuring an MS Mail custom recipient is discussed below:
1. Enter the correct name for this post office.
2. Enter the MS Mail Network name on which this user receives messages.
3. Enter the MS Mail Network name for the post office through which this user receives messages.
4. Enter the user's MS Mail Mailbox name on the preceding post office (see fig. 15.13).
5. Click OK to proceed to the Exchange custom recipient property pages.
You need to specify delivery information for an MS Mail (PC) postoffice recipient.
The following steps explain how to enter a custom MS Mail for an AppleTalk address.
1. Enter the user's Display Name (see fig. 15.14).
2. Enter the recipient's User Name as it appears on the Macintosh Server.
3. Enter the Macintosh Server name for this recipient.
4. Click Always Send to This Recipient in Microsoft Exchange Rich-Text Format to maintain special message formatting in messages transmitted to this recipient.
5. Click OK to proceed to the Exchange Custom Recipient property pages.
You need to specify delivery information for an MS Mail (AppleTalk) Server recipient.
Follow these steps to enter a custom Internet or other SMTP address:
1. Enter an SMTP address in the single E-mail address box.
2. Click OK to proceed to the Exchange Custom Recipient property pages (see fig. 15.15).
You must specify an Internet or other SMTP address in the window (must be in the user@domain format).
Entering a Custom X.400 recipient address. There are two property pages available to enter an X.400 address. The General page lets you define the specific address for a foreign X.400 recipient (see fig. 15.16). You can add more information for this recipient by using the Advanced page.
This General property page defines a foreign X.400 recipient's delivery information.
Configuring Properties for a Custom Recipient
After selecting the address type and entering delivery information for a custom recipient, you will be presented with the Exchange property pages for this recipient. You can also use this section as a reference for modifying custom recipient property pages after you have created the object.
The following explains how to complete the Exchange property pages for a recipient :
The following sections explain the process of configuring custom recipient property pages. The specifics of each of the pages are discussed in depth.
Select the General property page (see fig. 15.17).
The General property page gives you control over several system- related mailbox functions.
This property page is almost identical to that of an Exchange mailbox. The main difference is the E-mail button in the bottom left corner of the window. When you Click it, the dialog box in figure 15.18 appears:
Notice the globe icon denoting a custom recipient.
Choose to edit the current E-mail address, or create a new one.
Select Modify Existing E-mail Address to edit the recipient address in the appropriate dialog box for the current address type.
Select Create New E-mail Address to create an entirely new address using the same process described previously.
A box to the right of the E-mail address button shows the current address type and value of this custom recipient. Address types are abbreviated in the following way:
If this custom recipient has one or more managers, and certain individuals must report to them, enter these names in the spaces provided. This property page is functionally equivalent to a standard Mailbox's Organization property page.
On this page you can enter detailed phone number information for this custom recipient. This property page is functionally equivalent to a standard Mailbox's Phone Number and Notes property page.
You can add Custom Recipients to distribution lists as any other recipient. This property page is functionally equivalent to a standard Mailbox's Distribution Lists property page.
This page holds a list of E-mail addresses automatically created for this directory object. You can alter the recipient's principal from this window, so that it is the same as the one on the General property page.. These addresses will be used when routing messages from other connected mail systems, such as MS Mail. This property page is functionally equivalent to a standard Mailbox's E-mail Addresses property page.
You can define other users within the Exchange organization that will not be able to send messages to this custom recipient by using the Delivery Restrictions page. The Accept Messages From and Reject Messages From windows are functionally equivalent to a standard Mailbox's Delivery Restrictions property page.
Enter additional custom recipient data in the appropriate fields. This property page is functionally equivalent to a standard Mailbox's Custom Attributes property page.
Use this property page to create a simple display name for this recipient, if if required. You also use this page to set a trust level as needed for either directory replication and synchronization, or both. Also, set an upper limit for the size of messages addressed to this recipient. Similar to a mailbox, you can select to allow rich text formatting for messages to this recipient, or choose to hide it from being displayed in the address book.
When you select the Advanced tab, the dialog box in figure 15.19 appears:
You can set advanced properties for this recipient using the Advanced tab.
Because a custom recipient does not use storage space in a private information store, maximum storage options are removed from this page. Also, there is no option to change the home server for this recipient. The reason is that there are no messages being stored locally for this recipient.
Custom recipients do not have a Delivery Options property page. Therefore, you cannot specify alternate recipients. You also cannot give Send On Behalf privileges for that recipient.
Creating Distribution Lists
The following describes the function of the property pages for a Distribution List:
The following describes the function of the General Tab in the Distribution List property page:
1. Select the General tab in the Distribution List property page. The dialog box in figure 15.20 appears:
The Advanced property page gives you control over several system- related mailbox functions.
2. Enter a Display name for this distribution list as you want it to appear in the address book.
3. Enter an Alias Name which will be used to generate other E-mail addresses for this distribution list.
4. The Owner box displays an Exchange user that has the right to modify a list's membership from within the Exchange client. Normally, only an administrator can modify a list's membership. Click Modify to open the address book. Select an owner from the list. Then, click OK. Use the Clear button to remove that user as the distribution list owner.
5. The Members box lists the current distribution list membership. Click Modify to bring up an address list. You can then click ADD to put new members on the list .Members can be mailboxes, custom recipients, or other distribution lists.
6. You can also select an Expansion Server for this list. By default, Any Server In Site is selected, and the distribution list will be expanded on the Server from which it was sent. Select a specific Server from the menu and this distribution list will always be expanded there.
7. Enter any additional Notes in the box provided.
8. Click Apply to set these properties and continue with other ones. When you are finished with all settings, click OK to return to the Administrator Program.
Lists can be nested by making them members of other lists. Click the Modify button to add or delete other distribution lists of which this list is a member.
The following illustrates how one list can be nested in another:
There are three new distribution lists in the DGENESIS organization. The first two lists are named DG ART DEPT and DG STORY DEPT. Each distribution list has a membership of about 25 to 30 other users, including mailboxes and custom recipients. The third address list created is named DG CREATIVE. This list only has five members. The members are the other distribution lists DG ART DEPT and DG STORY DEPT, along with three additional recipients meant to receive messages intended for these groups. Visually, the hierarchy resembles the one in figure 15.21.
Nested distribution lists can facilitate list management.
For comparison, examine the following three property sheets depicting this structure.
The DG ART DEPT and DG STORY DEPT Distribution Lists property sheet show the following membership information (see fig. 15.22):
A Distribution list can have distribution list membership, as well.
The DG CREATIVE distribution list has both the DG ART DEPT and DG STORY DEPT and three additional recipients as its members. The property sheet for DG CREATIVE looks like figure 15.23.
Members of the top level distribution list hierarchy.
Recipients within DG ART DEPT will now receive messages addressed to the DG CREATIVE list, as well. A similar result can be obtained by adding all the individual recipients to the DG CREATIVE distribution list. However, you would then have two lists in which to keep track of individual members. Nesting lists facilitates management by placing recipients into smaller logical subdivisions.
Use this property page to establish alternate E-mail addresses for this distribution list. This property page is functionally equivalent to a standard Mailbox's E-mail Addresses property page (see fig. 15.24).
The E-mail Addresses page displays alternate address data corresponding to all installed connectors and gateways.
For Example, email@example.com, an Internet mail user, can address a message to DGCREATIVE@DGENESIS.COM. In effect, this user can send the message to over 50 members of this distribution list.
You can define other users within the Exchange organization who will not be able to send messages to this distribution list. The Accept Messages From and Reject Messages From windows are functionally equivalent to a standard mailbox's or custom recipient's Delivery Restrictions property page.
Using the Custom Attributes Page, you can enter additional custom recipient data in the appropriate fields. This property page is functionally equivalent to a standard mailbox's or custom recipient's Custom Attributes page.
The distribution list's Advanced property page (see fig. 15.25) is similar to Advanced property pages of other types of recipients. Simple display name, Directory name, Trust level and Message size are the same settings found on the Advanced property pages of other types of recipients. The following are options specific to the Distribution List property page:
The distribution list Advanced Property page displays some settings that are similar to those of other property pages.
Creating and Configuring Public Folders
Public Folders are created and designed from witin the Microsoft Exchange client. Then, they are copied to a public information store. General configuration is handled through the Administrator Program. The following is an overview of the Public Folder property pages:
Configuring a public folder's property pages
Public folders are listed near the top of the Administrator's object hierarchy (see fig. 15.26). To view the public folder hierarchy in your organization, click the Public Folders object in the Administrator Program.
View the public folders within your organization in the Administrator's hierarchy window.
To edit a specific folder within your site, open its property pages. You will be able to set all the options presented in the preceding list. To edit a public folder's contents, you must use the Microsoft Exchange client program and have appropriate client permissions. Another section later in the chapter discusses assigning client permissions. The next section covers the options available on the Public Folder property pages.
The public folder is a unique recipient in that many different users can view and edit the information that it receives. As with other recipient types, the General property page enables you to set names for this object, as well as other general administrative notes. However, there are some very specific settings for this recipient type.
The following steps describe in detail how to set General properties for the public folders:
1. Select the General tab of the Public Folder property pages. The dialog box in figure 15.27 appears:
General properties for Public Folders are somewhat different from other recipient types.
2. You can change the Folder Name in the appropriate box. This name is first assigned when the folder was created in the Microsoft Exchange Client program.
3. If you want to give the public folder a different display name for the address book, click the radio button marked Use This Name: under the heading of Address Book Display Name. By default, the Same As Folder Name button is selected.
4. You must enter a required Alias Name used to generate additional E-mail addresses for this public folder.
5. Click the Age Limit For All Replicas (Days) check box. On the right side of the check box enter the number of days in which a message will be automatically deleted. By default, there are no set age limits for a public folder, unless predetermined by public information store settings (see the scenario later in this section).
6. Enter any additional Notes in the space provided.
7. The Folder Path box displays the hierarchy of subfolders that leads to this public folder. If this is a main level folder, and not a subfolder, then only this folder's name is displayed.
8. Click Apply to set these properties and continue with other properties. When you are finished with all the settings, click OK to return to the Administrator Program.
Two important additional properties are specific to a public folder:
Age limits determine the number of days that a message can remain in a public folder before it is deleted. This function helps to automatically purge the folder of outdated information. For example, if you set a folder age limit to one day, once that 24 hour period has expired, the message is deleted.
The Public Information Store has a similar age limit setting used for all the public folders it contains. The Public Information Store setting overrides any age limit set at the individual folder level.
The Public Information Store on Melbourne has an age limit setting of seven days on all its contents. DG Projects, a public folder held on the MELBOURNE Public Information Store, is set with an age limit of 10 days. The public information will override any individual settings. Any message in the DG Projects folder will be deleted after seven days.
These are the available Roles:
The following steps help you to set up permissions:
1. Click the Client Permissions button on the Public Folder General property page. The dialog box in figure 15.28 appears:
Client Permissions determine what level of access a user has on a public folder.
2. The Name: and Role: columns display current users and their roles (see fig. 15.29). The Default role applies to any user not shown on this list.
3. Click Add to bring up the address list and add members to the Client Permissions list. Click a name. Then, click Remove to delete it from the list. Again, click a name. Then, click Properties to bring up that user's property pages.
4. The Roles pull-down menu displays preset roles for certain types of users. Clicking the menu pulls down the following list:
You can use the Roles pull-down menu to give customized properties to a user.
5. Select a role from the menu. Note that the check boxes and radio buttons reflect the change in access rights for each role.
6. Alternatively, you can customize a role by clicking the available radio buttons and check boxes. If by clicking, you set a configuration that matches one of the predefined roles, that role will be displayed in the Roles pop-up menu heading. For example, you select the Author permission from the menu. The boxes and buttons display the permissions for the user role Author. When you click the Create Sub-Folders button, the name in the Roles menu changes to Publishing Author.
7. Click OK to set these permissions and continue editing other public folder properties.
The following list details the check box definitions:
8. Folder Owner
9. Radio buttons
The Radio button give users edit and delete permissions.
The following list outlines the scope of Edit permissions:
The following list details the scope of Delete permissions:
This property page displays the destination Servers to which a public folder will be replicated. You also can add or remove replicas throughout your organization using this window.
The following steps help you to configure replicas:
1. Select the Replicas tab from the public folder property sheets. The dialog box in figure 15.30 appears:
View the public folders within your organization in the Administrator's hierarchy window.
2. The left side of the screen labeled Servers lists all the public folders. The right side of the screen labeled Replicate folders lists all the Servers to which this folder is replicated.
3. Using the Site pull-down menu at the bottom of the property page, select the site of the destination Server. Click and highlight the desired Server from the list of Exchange Servers on the left side of the window.
4. Click Add to include that Server in the replication list.
5. To remove a Server from the replication process, click its name on the right window. Then, click Remove.
6. Click Apply to set these properties and continue with other properties. When you are finished with all settings, click OK to return to the Administrator Program.
The Replicate Folders To box should now list every Server to which you want this particular public folder replicated. If not, repeat the preceding steps until all desired Exchange Servers are selected.
This chapter showed you how to create and configure a mailbox, how to create and configure a custom recipient, and how to create and configure distribution lists.
For related information, read the following chapters:
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