exchange selfservadmin gd

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ExchangeSelf-Service

Administration Guide

Last updated: 7/26/2011 1 of 78

Exchange Self-Service Administration

Overview (Click Topic for More Information)

Connect to the ITS Exchange Management Environment

Connect and Configure the Exchange Management Console (EMC)

Modify Recipient Scope Using the Recipient Configuration

Search for a Specific Exchange User in EMC

Types of Mailboxes

Set Forwarding to E-mail for Departmental Mailboxes

Enable Unified Messaging

Set Unified Options (optional)

Add Additional Extensions

Remove Additional Extensions

Create New Unified Mailbox for Department Mailbox

Create New Unified Mailboxes for Existing Users

Create an Exchange Mailbox for New Exchange User

Remove and Disable Users

Disable Unified Messaging

Disable Users Mailbox and Unified Messaging

Remove (Delete) Mailbox, and Unified Messaging

Reset VoicemailPIN

Create a Contact by Forward Messages to E-mail Groups (optional)

Un-Forward a User Object from a Contact

Calendar Only Mailboxes (Create, Disable, Convert, and Train)

Changes in Exchange 2010

Use VDIto administer Exchange 2010 instead of Terminal Server or locally installed applications.

Unified Messagingconfiguration has different options and changes to the format of some values.

MWImay be set ON and defaults to OFF.

The Personal Operator Extensionmust begin with 10 for non-university phone numbers and91 for university phone numbers.

For the unified mailbox to be able toaccept inbound Fax, add SMTP address FAX=10digitphone.

Maintained byKnowledge Support
mailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Document


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Information and Technology Services ExchangeSelf-Service


2 of 78 Last updated: 7/26/2011

Connect to the ITS Exchange Management Environment

The Exchange Management Console is available to campus IT administrators by means of a hostedmanagement environment. It contains pre-configured and up-to-date software necessary to connect to andmanage Exchange users and resources in UMROOT. This management environment is hosted by the ITSMyDesktop service and leverages a VMware virtual desktop infrastructure machine pool (VDI) on the back

end. To connect to this management resource, the standard campus MyDesktop connection software, theVMWare View Client, is required.

Install and Connect with the MyDesktop Software

To obtain the VMWare View Client and for general instructions on how to connect to MyDesktop, please visitthe MyDesktop support pages at:http://www.itcs.umich.edu/mydesktop/ .

To connect to the Exchange management environment, self-service administrators should authenticate withthe appropriate administrative user name (which may not be the same as the currently logged on user) to theconnection server mydesktop.umich.edu, and once presented with a list of desktop environments chooseDI Console DSW and Exchange 2010.

http://www.itcs.umich.edu/mydesktop/http://www.itcs.umich.edu/mydesktop/http://www.itcs.umich.edu/mydesktop/mailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documenthttp://www.itcs.umich.edu/mydesktop/


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Launching the Exchange 2010 Management Console

Once connected to the desktop environment, the management console can be accessed from the familiardesktop or start menu icons.



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Connect and Configure the Exchange Management Console

1. Start the Exchange Management Console (Start > All Programs > Microsoft Exchange Server 2010 >

Exchange Management Console)

Or, double-click the Desktop shortcut.

Note:

Be sure to not open the Exchange Management Shell.

The Exchange Management Consoleopens to the last location used in the previous session. All ofthe mailbox creation and management happens in the Recipient Configuration section.

2. Click on the Recipient Configuration node.

The Recipient Configuration opens to the last Organizational Unit (OU) that was accessed (In this screenshot,



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the UMICH/Exchange OU). You must set a Recipient Configuration Scope. Then the Recipient Configurationnode shows you every Exchange object including mailboxes and contacts in that OU and below. The objecttype is listed in the Recipient Type Details column. Exchange mailboxes are called User Mailboxes. Contactsare called Mail Contacts. You can sort by column or set a filter to see more or less information.

Modify Recipient Scope Using the Recipient Configuration

You can change the Recipient Scope to see more or less information. For example, rather than seeingobjects from all of the Exchange OU, you may only want to see objects from: Exchange > Administration >your department OU.

1. Right-click Recipient Configuration.

2. Select Modify RecipientScope.

3. Select View all recipients in specified organizational unit.

4. Click Browse.



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5. Select an adsroot.itcs.umich.edu/UMICH OU and click OK.

6. Verify the OU and then click OK.

Note: If you set theRecipient Scopeto a particular OU, you only see users at that OU and below and you areonly able to create mailboxes at that OU level and below .Alsoyou only are able to search from thatOU and below. You may find yourself frequently changing the Recipient Scope.



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Search for an Exchange User Within the Exchange Management Console

There are two ways to search within the Exchange management console.

Search example A: Set the Recipient Scope to the OU you want to search or a higher OU level.

1. For a single search, right-click Recipient Configuration and select Find.

Note: You can search the OU level and below.

2. In the Search box, type the mailbox name. For example, users uniqname.

3. Click Find Now.

Note: From this window, you can change the Recipient Configuration by clicking Scope.

Search example B:

1. Click Create Filter.

Note: With this search, you can define attributes to search.

2. From the ActiveSync Mailbox Policy list, select an attribute on which to search. For example, you canchoose Alias, which is a users uniqname or 10 digit phone number.



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3. From the Operand list, select the search criteria. The default is Equals.

4. In the Value box, enter the users uniqname or 10 digit phone number.

5. Click Apply Filter.

Types of Mailboxes

Each of these mailboxes has various options that can be enabled and disabled:

Voicemail Only mailboxes - Created by ITS

Unified Messaging

Uniqname Mailboxes with UM Enabled notify ITS to have the phone forwarded

Department Mailboxes with UM Enabled notify ITS to have the phone forwarded

Other mailbox types are:

Calendar only Mailboxes

Calendar Resources

Group Email

Contacts

Note:

ITS Telecom Analystscan be reached by e-mail [email protected]

ITS Exchange Admincan be reached by [email protected]

Determine a Mailbox Type Using EMC

The Recipient Type Details column displays the mailbox type.

Legacy Mailboxes - Exchange 2003 Mailbox

User Mailbox - Exchange 2007 and 2010 User and Calendar Only Mailbox

Room Mailbox - Exchange Calendar Resource Room Mailbox

Equipment Mailbox - Exchange Calendar Resource Equipment Mailbox

Mail Universal or Non-Universal Mailbox e-mail groups

Mail Contact Contacts are universal between Exchange 2003, 2007 and 2010 and are used forforwarding to non-exchange email addresses

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]:[email protected]


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Mail User Non-Exchange users

Examples:

Set Forwarding to an E-mail Address

To forward to an UMOD e-mail group, create a contact first. This is the same as setting up a contact for aCalendar Only mailbox. See Forwarding Messages to E-mail Groups (optional) creating a contact.

Note:

This is usually used for Departmental mailboxes and voice mail only mailboxes

For user mailboxes, it is best for the user to create a rule for forwarding.

Forwarding should be set before enabling Unified Messaging for department and voicemail only

1. Find Departmental mailbox and go to Properties.

2. Click the Mail Flow Settings tab.3. Select Delivery Options and click Properties.



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4. Select the Forward to: check box.

5. Click Browse.

6. In the Search box, type the valid [email protected].

7. Select Find now.

Note: If the user does not appear, change the Recipient Configuration by clicking Scope and navigate to ahigher OU level.

8. Select the appropriate user.

9. Click OK.



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10. Select the Deliver message to both forwarding address and mailbox check box and click OK.

11. Click OK again.



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Enable Unified Messaging (UM)

Note:

Covers unified messaging for full unified mailboxes (uniqname), departmental, and voice mail onlymailboxes.

Voice mail only mailboxes are created by ITS.

1. Select the user object and, from the Task Pane, click Enable Unified Messaging.

Note: If the Task Pane is not displayed, highlight the user object, right-click, and select Enable UnifiedMessaging.

2. Click Browse.



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3. Select a policy and click OK.

ITCM10 Default Policy

MWI OFF phone Message Waiting Lamp not activated upon Voice message arrival.

MWI ON phone Message Waiting Lamp activated upon Voice message arrival.

4. Select Automatically generate PIN to access Outlook Voice Access.

Note: If you need to give the PIN to the user manually, select Manually specify PIN.(4 digit min.)

5. Select the Require user to reset PIN at fist telephone logon check box.

6. Click Next.



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7. Select Manually entered mailbox extension.

8. In the empty box, type the 10 digit phone number.

Note: If this screen defaults to Automatically generated mailbox extension and the extension is correct, leaveit.

9. Click Next.

10. Review the configuration summary.

11. Click Enable.



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12. Check for successful completion. The green circle with a check in it should display.

13. Click Finish.

Note:

A message is sent to the user like the example below:

Self Serve Admins can select an additional message to display within this message. Refer toadditional Admin EMC documentation.

**Additional message here.



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Note: Request that the phone number be forwarded to the Exchange server. Self Service Administrators canrequest this using the ITS Exchange SELF Serve Account Modify Mailbox form found at:http://www.itcom.itd.umich.edu/orders/ select Connect Mailbox to voicemail and in the PrimaryPhone Numberbox, type the primary 10 digit phone number. For additional numbers, type the primaryphone numbers in the Additional Information/Requests box.

In order for the Unified Mailbox to be able to accept inbound Fax, it is necessary to add an additionalSMTP address named:[email protected].

14. Navigate to the mailbox properties and click the E-Mail Addresses tab.

15. From the Add list, select SMTP Address.

16. In the E-mail address box, [email protected]

Note: replace 10digitphonenumber with the users area code and phone number.

17. Click OK.

http://www.itcom.itd.umich.edu/orders/http://www.itcom.itd.umich.edu/orders/mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]:[email protected]://www.itcom.itd.umich.edu/orders/


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18. Click Apply.



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Set Unified Options (optional)

There are several options that can be set by the Exchange Administrator.

1. Open the Properties page of the user object.

2. Click the Mailbox Features tab.

3. Select Unified Messaging.

4. Click Properties.

There are five options that are selected by default:

Automatic Speech Recognition (This is for voice activations when using the phone interface)

Allow UM calls from non-users

Allow the user to receive faxes

Allow diverted calls without a caller ID to leave a message

Allow users to configure call answering rules



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Personal Operator Extension

This option forwards the call if the calling party presses 0.Type a 10-digit phone number to activate. The phone number must have 91 before the 10-digit number if itis a university phone number.

Add Additional Extensions (Optional)

Additional extensions can be added to a UM enabled mailbox. These can be added from the ExchangeManagement Shell command line or using the Exchange Management GUI.

Additional extensions have two functions: UM phone numbers that share a voice mail box need to be added using the Exchange Management

Shellcommand line.

Non-UM phone numbers from which a user calls when checking voicemail can be added using theExchange Management Shell command line. This allows a user to call the voicemail system, from aNon-UM phone without having to add their 10 digit primary mailbox phone number, only if the Non-UM phone number is listed as an extension of the users primary mailbox. Then the voicemail systemrecognizes that the Non-UM phone number is part of the users primary mailbox and only requires theuser to enter the PIN to access their voicemail box.



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Add additional extensions using the command line Exchange Management Shell

1. Start the Exchange Management Shell.

2. Type the following command:

Set-Mailboxidentity: -SecondaryAddress:734XXXXXXX -SecondaryDialPlan:ITCM10

For example, to add a second extension 7341234567 to the mkorc Unified Mailbox:

Set-Mailboxidentity:mkorc -SecondaryAddress:7341234567 -SecondaryDialPlan:ITCM10

To add a second extension 7341234567 to a Departmental mailbox with Unified Message enabled. Mailbox:

Set-Mailboxidentity:itcs-hizasnake -SecondaryAddress:7341234567 -SecondaryDialPlan:ITCM10

You can view additional extensions within the user object Properties

While in Properties click the E-mail Addresses tab.



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Add additional extensions using the Exchange Management GUI

1. Open a users properties and click the E-mail Addresses tab.

2. From the E-mail addresses list, select EUM address.

3. Enter the 10 digit secondary phone number. This can be (University or Non-University).



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4. Click Browse and select ITCM10.

5. Click OK.

6. Click OK again.

7. Click Apply

You can view additional extensions within the user object Properties

8. While in Properties click the E-mail Addresses tab.

9. Select Unified Messaging and click Properties.



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Removing additional extensions

1. While in the user objects Properties, click the E-mail Addresses tab.

Note: The primary extension is in the EUM section in bold. Secondary extensions are not in bold.

2. Right-click the extension and click Remove.

Warning: You cannot change a users primary extension from the E-mail Addresses tab. You must

Disable Unified Messaging and then Re-enable Unified messaging with the new phone number.



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Creating New Unified Mailbox for Department Mailboxes

In this example, Departmental mailboxes are being created in the ITS/Departmental Mailboxes OU.

Note: Set the Recipient Scopeto the desired OU or higher as explained in the Modify Recipient Scope.

1. Right-click Recipient Configuration and click New Mailbox.

2. Accept the default Mailbox Type: User Mailbox and click Next.



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3. Accept the default User Type: New Userand click Next.

4. Click Browse.



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5. Navigate to your Departmental OU, for example:adsroot.itcs.umich.edu/UMICH/Exchange/ITCS/Departmental mailboxes OU.

6. Highlight the OU where the mailbox will be created.

7. Click OK.



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8. Fill in the following listed values:

In the Name box, type the departmental name.

In both User logon name boxes, type the departmental uniqname.

Change the @(address) to your units address. For example: @umich.edu

9. Enter a password that will allow access to the mailbox.

Note: Password criteria must be at least 9 characters long and must contain 3 of the following items:

lowercase letter

upper case letter

number

non-alphanumeric character

Do not select User must change password at next log on .

10. Click Next.

Here is a sample of a Departmental mailbox creation:



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11. Select the Specify the mailbox database rather than using a database automatically selected checkbox and click Browse.

12. Select the mailbox database to the correct mailbox size using only the mailstores beginning with ITS-located at the top of the list.

Do not Use any mailstore ending with (VMO). These are reserved for Voicemail only mailboxes and areonly 10 MB.

13. Click OK.



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14. Review the settings.

15. Click Next

16. Select Dont create an archive and then click Next.



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17. Review the Summary and then click New.

18. Wait for the mailbox creation to finish. A green checkmark displays next to Completed.

19. Click Finish.



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Note: Find the new mailbox using the Find function or by creating a filter.

20. Right-click the new mailbox and click Properties.



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21. Click the Organization tab.

22. In the Department box, type the Department OU name.

Note: The OU name must be exact.

23. Click Apply.

Note: If the Departmental mailbox is to have Voicemail, then refer to Enabling Unified Messaging.



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Create a New Unified Mailbox for an Existing User

Remove Exchange Attributes from users

Create an Exchange 2010 mailbox

Enable Unified Messaging

Enable/Disable UM options

Contact ITS Exchange Admin to have phone forwarded to UM Exchange Voicemail

Contact ITS Exchange Admin to have Message Waiting Light (MWI).

Remove Exchange Attributes from User

Users in the People OU are mail-enabled so they appear in the GAL even if they do not have Exchangemailboxes. They need to have their Exchange Attributes removed before a mailbox can be created for them.

1. Query the user in EMC.

2. Right-click the user and choose Disable.

3. ClickYes.

Create an Exchange 2010 mailbox for Existing User

First remove the Exchange attributes. In this example, UMs are created for a user in the People OU.

1. Modify the RecipientScope to the entire domain, refer toModify Recipient Scope using the RecipientConfiguration


3. Accept the default Mailbox Type: User Mailbox and click Next.



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4. Select Existing Userand click Add.

5. In the Search box, type the username.

6. Click Find Now.

7. When the user is found, select the user and click OK.



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8. Click Next

9. Select the Specifythe mailbox database rather than using a database automatically check box.

10. Click Browse.



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11. Select the mailbox database using only the mailstores beginning with ITS- located at the top of the list.

Do not Use any mailstore ending with (VMO). These are reserved for Voicemail only mailboxes and areonly 10 MB.

12. Click OK.




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14. Review the setting and click New.

15. Wait for the mailbox creation to finish. A green checkmark displays next to Completed.

16. Click Finish.



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Remove and Disable Users

Deleting and disabling users takes several scenarios some of which can be combined:

Disable Unified Messaging

1. Using the Exchange Management Console, right-click on the mailbox and click Disable UnifiedMessaging.

Note: Request that the phone number be un-forwarded to the Exchange Server. Self Service Administratorscan request this using the ITS Exchange SELF Serve Account Modify Mailbox form found at:http://www.itcom.itd.umich.edu/orders/ select Remove Voice Mail Forwarding and in the PrimaryPhone Numberbox, type the primary 10 digit phone number. For additional numbers, in theAdditional Information/Requests box, type the primary phone numbers.

If this step is missed, the callers forward to voicemail, but the caller will be unable to leave a message.

2. Open the users properties and click the E-Mail Addresses tab.

3. Highlight the SMTP address FAX=10-digit [email protected].

4. Click .

5. Click Apply.

http://www.itcom.itd.umich.edu/orders/http://www.itcom.itd.umich.edu/orders/mailto:[email protected]:[email protected]:[email protected]:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]://www.itcom.itd.umich.edu/orders/


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Disable Users Mailbox

Before disabling the Users mailbox, remove the department name from the Department field within theusers properties in the Organization tab.

1. Using the Exchange Management Console, right-click on the mailbox, and click Disable.

2. ClickYes

Remove (Delete) Mailbox

This should only be used to delete Calendar Resource (not Calendar Only) and Departmental mailboxesbecause it will remove the user object permanently.

1. Using the Exchange Management Console, right- click on the mailbox and select Remove.

2. ClickYes.

Note: The phone number needs to have forwarding disabled. Forwarding can be changed or disabled by anITCom Telecom Analyst, send an e-mail [email protected]. Include the 10 digit phone numberand ask for forwarding to be set for Unified Messaging.

If this step is missed, the call forwards to voicemail, but the caller will be unable to leave a message.

mailto:[email protected]:[email protected]:[email protected]:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]


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Reset Voicemail PIN

Users reset their own PIN using theOutlook Web App(OWA).

Refer to the ITSOS/Browser support matrixto determine if you are using a supported browser.

If you are unable to use OWA, contact ITCom at (76) 3-2000, option 4 to reset the users PINmanually.

1. Log in toOWA exchange.umich.edu.

2. In the upper-right corner of the screen, click Options and click See All Options.

http://its-files.m.storage.umich.edu/its-files/MAIS/SS/Service%20Delivery/Knowledge%20Support/Performance%20Support/Deliverables/Exchange/exchange.umich.eduhttp://its-files.m.storage.umich.edu/its-files/MAIS/SS/Service%20Delivery/Knowledge%20Support/Performance%20Support/Deliverables/Exchange/exchange.umich.eduhttp://its-files.m.storage.umich.edu/its-files/MAIS/SS/Service%20Delivery/Knowledge%20Support/Performance%20Support/Deliverables/Exchange/exchange.umich.eduhttp://www.mais.umich.edu/systeminfo/browser_os.htmlhttp://www.mais.umich.edu/systeminfo/browser_os.htmlhttp://www.mais.umich.edu/systeminfo/browser_os.htmlhttp://its-files.m.storage.umich.edu/its-files/MAIS/SS/Service%20Delivery/Knowledge%20Support/Performance%20Support/Deliverables/Exchange/exchange.umich.eduhttp://its-files.m.storage.umich.edu/its-files/MAIS/SS/Service%20Delivery/Knowledge%20Support/Performance%20Support/Deliverables/Exchange/exchange.umich.edumailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documenthttp://its-files.m.storage.umich.edu/its-files/MAIS/SS/Service%20Delivery/Knowledge%20Support/Performance%20Support/Deliverables/Exchange/exchange.umich.eduhttp://www.mais.umich.edu/systeminfo/browser_os.htmlhttp://its-files.m.storage.umich.edu/its-files/MAIS/SS/Service%20Delivery/Knowledge%20Support/Performance%20Support/Deliverables/Exchange/exchange.umich.edu


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3. At the bottom of the screen, click Reset my voicemail PIN.

4. Click OK.

Note: A message with the new PIN is sent to the mailbox inbox.



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Forward Voicemail Messages to E-mail Groups (optional)

Exchange Departmental mailboxes can be Unified voicemail enabled. Users may ask for messages to beforwarded to UMOD e-mail groups. In this case, create a contact and forward the mailbox to the contact.

Create a Contact

Set Forwarding for User Mailbox

Create a Contact

You can use ADUC or the Exchange Management Console (EMC). This example shows using the EMC

1. Open EMC

2. Set the Recipient Scope to UMICH/Exchange/Administration/Contacts

3. Right-click on Mail Contact and click New Mail Contact.

4. Select New Contact and click Next.



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5. Select the Specify the organizational unit rather than using a default one check box.

6. Click Browseand select the users OU.

7. Type the First andLast names.In the Name and Alias text boxes, type itcsfwd-uniqname, where uniqnameis replaced with the usersuniqname.

Note: If for some reason the uniqname doesnt make sense, you can use the 10 digit phone number or someother identification. It doesnt really matter as long as it makes sense and can be traced back to theuser or department that requested it.

8. Click Edit.

9. Enter a valid e-mail address or group. E-mail addresses will be set [email protected] addresses will be set [email protected]

Note:

If the group is an Exchange group or Departmental mailbox then no contact needs to be created.

This is one for one mapping, so only one forwarding address can be enabled within the server. Ifmultiple addresses need to be copied then users need to set a rule within the mailbox.

10. Click Next.

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]:[email protected]


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11. Click OK.

12. Click New.



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13. Click Finish.

14. Select the Hide from Exchange address lists box, and then click OK.



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Forward to the Contact

Note: This is the same as Set Forwarding to Email for Departmental mailboxes except your forwarding usingthe new Contact youve created.

15. Right-click the user from EMC and click properties.

16. Click the Mail Flow Settings tab, and then click Properties.



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17. Select the Forward to checkbox and then click Browse.

18. Type in the name of the Contact and then select Find Now.



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19. Select the Contact, and then click OK.

Note: If you cannot find the Contact, make sure the RecipientScope is set at or above the location of theContacts OU.You can usethe Scope button to modify Recipient Scope.

20. Select the Deliver message to both forwarding address and mailbox checkbox, and then click OK

twice.

Un-forward a user object from contact

1. Search for the user or contact.

2. Right-click on the user or contact and click Remove.

Note: If the user has a contact as the forward to: Remove the Contact. (DO NOT REMOVE USEROBJECT)This disables forwarding for all users with the deleted contact.



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Creating Calendar Only User mailboxes

Introduction

Administrator Steps to Create a Calendar Only User Mailbox

Details for Mailbox Configuration

Administrator and User Steps for Completing Calendar Setup on Clients

Create a Rule in Outlook to delete all e-mail messages

Delete a Calendar Only User Mailbox

Convert a Calendar Only User Mailbox to a Regular Mailbox

User Training

Thunderbird Example Text Only Calendar Invitation

Mail.umich.edu

For More Information



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Introduction

An Exchange Calendar Only User Mailbox is useful to people that want Exchange calendars, but prefer to useanother e-mail package. Exchange was never intended to be used as a Calendar Only solution, but can beconfigured to work that way.

An Exchange Calendar Only User Mailbox has the following features and issues: Users create and accept calendar invitations, as well as manage their own and delegated calendars

using Outlook, Outlook Web App, or Entourage the same as a regular Exchange calendar.

A copy of all Calendar invitations, updates, and responses from Exchange users are forwarded to anexternal e-mail address for notification purposes only. The admin configures this forwarding addresswhich can only be to a single UM mailbox, for example, [email protected]. It cannot beforwarded to the UM e-mail gateway [email protected]. Users need to be trained to recognizeCalendar invitations in their external e-mail system and act on them through one of the clients above,as there is no way to tell that these invitations are from Exchange.

A copy of all e-mail from Exchange users is forwarded to an external e-mail address and thenautomatically deleted from the Exchange mailbox. The Deleted Items folder is automatically emptiedonce a week.

Directory entries for the user should NOT be changed. Only calendar and e-mail items from otherExchange users should go to this mailbox.

The user needs to use their Windows Active Directory password to log into their Calendar mailbox.Refer toChoosing and Changing a Secure UMICH Password.

Note:This document has several sections:

1. Administrator Steps to Create a Calendar Only User Mailbox.This section is aimed at Self Serve Administrators that create Exchange mailboxes for their users andITCom CSRs that create Exchange mailboxes for Full Service Exchange customers. This sectiondiscusses creating the mailbox and configuring forwarding to an external e-mail address.

2. Administrator and User Steps for Completing Calendar Setup on Clients

This section is for both Self and Full Serve Administrators responsible for client configuration. Theadministrator and user need to work together to configure a rule in the us ers mailbox to delete all non-calendar e-mail.

Important: The rule should be created as closely as possible to the creation of the Calendar Only UserMailbox so mail does not accumulate in this mailbox before the rule is created.

3. Deleting a Calendar Only User Mailbox

4. Converting a Calendar Only User Mailbox to a Regular Mailbox

5. User TrainingThis section is for Self and Full Serve Administrators responsible for supporting users. There are someimportant training issues that users need to be aware of to successfully use Calendar Only Exchangemailboxes.

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]://www.itcs.umich.edu/itcsdocs/r1162/http://www.itcs.umich.edu/itcsdocs/r1162/http://www.itcs.umich.edu/itcsdocs/r1162/mailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documenthttp://www.itcs.umich.edu/itcsdocs/r1162/mailto:[email protected]:[email protected]


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1. Right-click Recipient Configuration and click New Mail Contact. For this example, we are using theuniqname hizasnake.

2. Exchange defaults to selecting New Contact. Click Next.



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3. Select the Specify the organizational unit rather than using a default one check box.

4. Click Browse, select the Contacts OU, and then click OK.

5. In the First Name and Last Name boxes, type the correct first and last name.

6. In the Name box, type a full Name: itcsfwd-uniqname

Note: The Name is automatically populated with FirstName LastName. Change it to itcsfwd-, followed by theusers uniqname.

You are required to use the naming convention above, itcsfwd-uniqname, for Calendar Only Contacts.

7. Click Edit to enter the users external e-mail address forwarding @mail.umich.edu address.

8. Enter an external forwarding address for the user. The forwarding address can only be to a single UMmailbox such [email protected]@.umich.edu.

The U-M e-mail gateway address [email protected] be used.

9. Click OK.

mailto:[email protected]:[email protected]:[email protected]:uniqname@%3cdept%3e.umich.edumailto:uniqname@%3cdept%3e.umich.edumailto:uniqname@%3cdept%3e.umich.edumailto:uniqname@%3cdept%3e.umich.edumailto:uniqname@%3cdept%3e.umich.edumailto:[email protected]:[email protected]:[email protected]:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]:uniqname@%3cdept%3e.umich.edumailto:[email protected]


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10. Verify that the values in the screen shot below are completed.

11. Click Next.

12. Review the Configuration Summary and click New.



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13. Click Finish.

Hide the contact from the Global Address List (GAL)

1. Right-click Recipient Configuration and click Find.

2. In the Search box, type the contact name. For example, itcsfwd-uniqname.

3. Double-click the users object to open properties.



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4. Click the General tab.

5. Select the Hide from Exchange address list checkbox.

6. Click OK.

Create Regular Uniqname Mailbox

Create a regular uniqname mailbox for the uniqname user within Exchange 2010. Self Service Admins createthe mailbox in their Accounts OU. ITSCom TAs create the mailbox in the People OU. This is created in thestandard quota mailbox 500 MB.




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2. Accept the default User Mailbox and then click Next.

3. Select Existing userand then click Add.



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4. In the Search box, type the users uniqname and then click Find Now.

5. Select the users object.

6. Click OK.

7. Click Next.



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8. Select the Specify the mailbox database rather than using a database automatically selected checkbox.

9. Click Browse and select a 500 MB mailstore.

10. Click OK.

11. Review and click Next.



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13. Review and click New.



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14. Click Finish.

Configure Mailbox to Forward to Contact

Configure the users new Calendar Only User Mailbox to forward a copy of all e-mail using the contact youjust created.

1. Right-click Recipient Configuration and click Find.

2. Double-click the user object.



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3. Click the Mail Flow Settings tab.

4. Select Delivery Options and then click Properties.

5. Select the Forward to check box and then click Browse.



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6. In the Search box, type the contact name you created for the user.

7. Click Find Now.

8. Select the contact and click OK.

9. Select the Deliver messages to both forwarding address and mailbox checkbox and then click OK.

This step is critical. If this check box is not selected, Exchange mail will not be forwarded to the user.



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Configure the Exchange mailbox to be identified as a Calendar Only User Mailbox

The Exchange mailbox needs to be configured so it can be identified as a Calendar Only User Mailbox fordeleted Item maintenance.

1. Click the General tab and then click Custom Attributes.

2. In the Custom attribute 3: box, type CalendarOnly.

3. Click OK.



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4. Open the mailbox properties and click the Organization tab.

5. In the Department box, type the department OU.

(Optional) Send a Welcome message to the new users mailbox.(ITSCom TAs can use the CalendarWelcome script.)

Administrator and User Steps for Completing Calendar Setup on Clients

Create a Rule in Outlook to delete all e-mail messages

A server side rule needs to be created for the mailbox that will delete all regular e-mails as they arrive andretain only Calendar invitations and updates. A weekly job on the server will empty the Deleted Items folder.

This rule needs to be setup on an Outlook client by the user or the user and admin working together. ManyCalendar Only users may possibly use only OWA to access their calendars, so administrators may want tocreate an Outlook profile on a test machine, have the user log on to their account, and then the administratorcan create the rule for them.

The rule contains the following:

Apply this rule after the message arrives

delete it

except if it is a meeting invitation or update

A rule has been created that can be downloaded and imported. The rule file is named calendar-only.rwz andis available at:http://www.itd.umich.edu/exchange/files/calendar-only-forms.rwz

Note: We do not recommend that you modify the above rule. If you do, do not change the delete it topermanentlydelete it. This will change the rule to a client side rule and will only be in effect whenyou are logged into Exchange.

1. Install Outlook and create a profile for the user.

http://www.itd.umich.edu/exchange/files/calendar-only-forms.rwzhttp://www.itd.umich.edu/exchange/files/calendar-only-forms.rwzhttp://www.itd.umich.edu/exchange/files/calendar-only-forms.rwzmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documenthttp://www.itd.umich.edu/exchange/files/calendar-only-forms.rwz


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2. Have the user log on with their Windows Active Directory user name and password. The user name isumroot\uniqname. The system may prompt you for something different. Make sure it begins withumroot\ followed by the uniqname.

3. Once Outlook opens, from the Tools list, select Rules and Alerts.



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4. In the top right, click Options.

5. Click Import Rules.

6. Navigate to where you saved the rule, select calendar-only.rwz, and then click Open.

7. Click OK to close the Options dialog box.

8. Click OK to save.



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Delete a Calendar Only User Mailbox

Deleting a Calendar Only User Mailbox is similar to deleting a regular User Mailbox with the additional step ofalso deleting the Contact object.

Delete the mailbox

1. Find the user in EMC

2. Right-click the contact and click Remove.

Note: This will disable the users forwarding and remove the contact.

3. Select the users mailbox.

4. Go to Users properties.5. In the Organization tab, remove the Departmental name from the Department box.

6. Select the users mailbox. Right-click and click Disable

Convert a Calendar Only User Mailbox to a Regular Mailbox

1. Delete the contact. This will disable forwarding set within the users mailbox.

2. In Custom Attributes, remove the CalendarOnly setting.

3. On the Exchange General tab, click Custom Attributes.

4. In the ExtensionAttribute3 box, delete the CalendarOnly entry.

5. Click OK.



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6. Click OK again.

7. Remove Delete items Policy.

8. Remove the Outlook Calendar Only Rule.

a. Have the user open their mailbox in Outlook.

b. Go to the Tools > Rules and Alerts menu.

c. Select the CalendarOnly rule and click Delete.

If this step is not done properly, mail will be deleted from their Exchange mailbox and not forwarded totheir other email account.

Add the Exchange mailbox to the users forwarding address in UMOD

The user needs to edit their UMOD forwarding address in UMOD at http://directory.umich.edu.

They should add the following forwarding address: [email protected]

We highly recommend that they remove their IMAP entry which is listed as:[email protected].

http://directory.umich.edu/mailto:[email protected]:[email protected]:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]:[email protected]://directory.umich.edu/


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User Training

There are some very important concepts and idiosyncrasies of the system that are not obvious and must beunderstood by the user or they will become frustrated and think the system does not work. Exchange wasdesigned to be a Calendar and E-mail system and we are taking away half the normal functionality.Integration with a second mail system complicates matters. Finally, users tend to use a calendar system less

than an e-mail system, so they will have less practice getting used to the features.

The user can use Outlook or Outlook Web Access on a Windows computer to accept and create calendarinvitations and manage their Exchange Calendar. Entourage or Outlook Web Access Basic can be used on aMac. Delegation works the same way it does for regular Exchange mailboxes.

Users will read their forwarded e-mail and calendar invitations on the client they normally use for e-mailincluding Eudora, Mulberry, Pine, Thunderbird, Outlook Express or Outlook.

Information on delegating your calendar and accessing someone elses calendar that has been delegated toyou is available here:http://www.itcs.umich.edu/exchange/docs/delegation.pdf

Calendar invitations from Exchange will be forwarded to these clients for information purposes only. Theuser must use one of the Outlook or Entourage clients above to accept the invitation. There is noindication that this is a calendar request from Exchange. The user must learn to recognize the format ofthe messages.

The Accept button will send a response to the meeting organizer, but will not actually accept theinvitation within Exchange. Dont use it.

Note:

The mail.umich.edu web client is a special case. The calendar invitation shows a Meeting Proposalform with an Accept button.

Some IMAP clients show calendar invitations as just text e-mails. Thunderbird and Pine areexamples. In these cases, Outlook or OWA need to be opened to accept the invitation.

Some other IMAP clients such as Outlook Express, Outlook, Mulberry and Eudora show a fileattachment in addition to a text message. With these clients, if you have also configured an Outlookclient to access your Exchange Calendar Only User Mailbox, some extra integration is available withOutlook. See example below.

http://www.itcs.umich.edu/exchange/docs/delegation.pdfhttp://www.itcs.umich.edu/exchange/docs/delegation.pdfhttp://www.itcs.umich.edu/exchange/docs/delegation.pdfmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documenthttp://www.itcs.umich.edu/exchange/docs/delegation.pdf


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Thunderbird Example Text Only Calendar Invitation

To demonstrate how this all works, a test e-mail and calendar invitation were sent from a regular Exchangeuser, tweil, to a Calendar Only Exchange user, winweil. Thunderbird shows both the test e-mail message andcalendar invitation that was forwarded from the Exchange user. Both appear as regular e-mails. For this typeof IMAP client, the calendar invitation e-mail is only a text alert and the user needs to go to Outlook or Outlook

Web App and accept the invitation.

Once you have received the calendar invitation in Thunderbird, you need to open a supported client that isconfigured to access your Exchange Calendar Only User Mailbox . In this example, Outlook is being used, butit could be OWA or Entourage.



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9. Open the Calendar Invitation, click Accept, edit the reply, and then click Send.

10. Open the Calendar and view the meeting



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11. Open the Calendar item to view the details.

Note: If you go back to the Inbox and look at the Deleted Items folder, you will notice that the e-mail testmessage that appeared in the IMAP mailbox, has been automatically deleted:



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Outlook Web App (OWA) Example.

1. Open OWA by opening a browser toexchange.umich.edu.

http://c/Users/efruth/Desktop/exchange.umich.eduhttp://c/Users/efruth/Desktop/exchange.umich.eduhttp://c/Users/efruth/Desktop/exchange.umich.edumailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documentmailto:[email protected]?subject=Exchange%20Web%20Documenthttp://c/Users/efruth/Desktop/exchange.umich.edu


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2. Open the Calendar invitation and click Accept.

3. Send the response.



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4. Check the Calendar to see that the meeting has been placed on your calendar.



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Mail.umich.edu

When you read your calendar invitation usinghttp://mail.umich.edu, the message has a meeting proposalform that will allow you to accept the meeting. If you click Accept, it sends an e-mail to the meeting organizer,but it will not put the meeting on your schedule.

The user needs to go to an Outlook or OWA client and accept the meeting.

For More Information

For more information, please [email protected] see the Exchange Web site athttp://www.itcs.umich.edu/exchange/.
http://mail.umich.edu/http://mail.umich.edu/http://mail.umich.edu/mailto:[email protected]:[email protected]:[email protected]://www.itcs.umich.edu/exchange/http://www.itcs.umich.edu/exchange/http://www.itcs.umich.edu/exchange/mailto:[email protected]://mail.umich.edu/

exchange selfservadmin gd

Documents