70284 MCSE Guide to Microsoft Exchange Server 2003 Administration

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70-284 MCSE Guide to Microsoft Exchange Server
2003 Administration

• Chapter Five
• Managing Addresses

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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 (ccMail)

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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

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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

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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

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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

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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
  

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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

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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

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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

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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

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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

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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

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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)

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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

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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

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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

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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