Of the ten tabs that are available by default, there are five tabs of interest for our discussions: General, Email Addresses, Mailbox Settings, Mail Flow Settings, and Mailbox Features. On the General tab (Figure 3-10), you can learn where the user's mailbox is presently stored, the mailbox size, the associated user account, the user's location in Active Directory, and what alias the mailbox is using, The Custom Attributes button displays the 15 custom attributes supported by Exchange 2007.
Moving to the Email Addresses tab (Figure 3-11), we find the various addresses that have been created for this user account and mailbox. You'll notice that there is only a Simple Mail Transfer Protocol (SMTP) address. X.400 addresses are only needed if you plan on connecting to a foreign messaging system via X.400. You should also note that by leaving the Automatically Update Email Addresses Based On Recipient Policy check box selected, you can have these email addresses updated without ever having to physically visit each user account.
Each user account can have multiple SMTP addresses, which comes in handy if you want mail addressed to more than one recipient to appear in the same mailbox. For example, if you are the administrator for your Web site, you'll have one internal SMTP address that coworkers will use to send you mail. But you could also have the postmaster and Webmaster email addresses assigned to your mailbox so that visitors on the Internet who send mail to the Webmaster will have their messages routed to your inbox.
This feature can also be used if some of your users have names that are difficult to spell. For example, a female user named "Gale" could have her first name misspelled as "Gayle" or "Gail." Adding SMTP addresses to Gale's account that include the various misspellings of her name will reduce the number of non-delivery reports (NDRs) returned to the message originators and will increase her chances that she will receive messages sent to her, even if her name is misspelled.
|Tip: Remember that even though you can type just about anything as an alternative SMTP address, even with a different domain name, only those domain names that are supported by your Exchange organization will be routed to the recipient.|
Getting back to the email addresses properties of the mailbox, you can clear the Automatically Update Email Addresses Based On Recipient Policy check box to keep the email addresses from being affected by a recipient policy. You may want to do this, for example, if a user's email alias before the domain name does not conform to the corporate standard (e.g. JohnS versus the corporate standard of JSmith). Like the recipient policy, if you have multiple addresses of the same type, you can choose one to be the reply-to address by choosing one of the addresses and clicking the Set As Reply button. Keep in mind that if the Automatically Update Email Addresses Based On Recipient Policy check box is selected, your choice of reply-to addresses may be overridden by the settings in a recipient policy.
Moving on to the Mailbox Settings tab (Figure 3-19), you can manage messaging records management (MRM), where you can specify retention hold times and managed content settings (more on this topic in Chapter 17), as well as storage limits and deleted item retention times. These latter two settings, shown in Figure 3-20, default to utilizing values from the mailbox database where the mailbox resides.
Should you need to have values specific to a single mailbox, you can clear the Use Mailbox Database Defaults check box for either set of parameters and establish either storage quota values or define how long to retain "deleted" items before permanently removing them from the mailbox database. Storage quota values can, when storage limits are exceeded, warn the user, limit the user to only receive mail but not send, or even restrict both sending and receiving of messages.
|Tip: If you are going to establish storage quota values at either an individual mailbox or mailbox database level, I highly recommend establishing settings that warn the user of excessive storage and even settings that restrict the user's ability to send messages. However, I typically do not recommend restricting the user's ability to receive. The reason is that while it does motivate the user to clean his or her mailbox more quickly, the only loser is the sender of a message, who receives an NDR. This may affect your company's ability to interact with customers, vendors, or even other internal users.|
The Mail Flow Settings tab (Figure 3-21) establishes restrictions related to whether messages can come in to the mailbox, go out, and who messages should be delivered to.
To see the Delivery Options dialog box, shown in Figure 3-22, select Delivery Options and click the Properties button. The Send On Behalf area displays relevant permissions (which allow other users to send messages marked as being from them, but send on your behalf), forwarding settings (which can be used to make a copy of all received messages in another mailbox or to forward messages to an outside account), and recipient limits (which specify the number of recipients an individual message can have from a given mailbox.)
To see the message size restrictions, select the same named property from the Mail Flow Settings tab, and click Properties (Figure 3-23). Here, you can restrict the size of incoming and outgoing messages.
The Message Delivery Restrictions dialog box, shown in Figure 3-24, restricts who can send messages to a given mailbox.
The last tab we will look at is the Mailbox Features tab, shown in Figure 3-25. It lists the various Exchange features available to users of mailboxes. For most settings on this tab, the most you can do is disable or enable a given feature, which you may want to do for various reasons. For example, you may want to restrict usage of Outlook Web Access by certain users whom you do not want accessing email from outside the organization. Or you may have a licensing issue with your phone system provider that integrates with Exchange's unified messaging, so you need to limit the number of mailboxes with this feature turned on. This list may be potentially extended by third-party products.
Tutorial: Creating and managing recipients in Exchange Server 2007
Home: Introduction to Exchange 2007 recipients
Part 1: Creating and configuring Exchange Server 2007 mailboxes
Part 2: How to configure Exchange Server 2007 mailboxes
Part 3: Deleting and reconnecting Exchange Server 2007 mailboxes
Part 4: Setting up Exchange Server 2007 contacts
Part 5: Creating mail users in Exchange Server 2007
Part 6: How to create and configure Exchange 2007 distribution groups
Part 7: Managing Exchange Server 2007 address lists
|This chapter excerpt from Microsoft Exchange Server 2007: A Beginner's Guide, by Nick Cavalancia, is printed with permission from The McGraw-Hill Companies, copyright 2008.|