{"id":851,"date":"2015-09-01T13:46:15","date_gmt":"2015-09-01T13:46:15","guid":{"rendered":"http:\/\/www.davidpapkin.net\/?p=851"},"modified":"2015-09-01T13:46:15","modified_gmt":"2015-09-01T13:46:15","slug":"managing-recipient-objects-in-microsoft-exchange-server-2013-by-david-papkin","status":"publish","type":"post","link":"https:\/\/davidpapkin.com\/?p=851","title":{"rendered":"Managing Recipient Objects in Microsoft Exchange Server 2013 by David Papkin"},"content":{"rendered":"

Managing Exchange Server 2013 Mailboxes<\/strong>
\nTwo of the most common tasks that Exchange Server administrators perform are creating and
\nconfiguring email recipients. As organizations hire new employees, or employees change positions within the organization, the Exchange administrators need to make sure that the users have the messaging functionality that they require. Most users in an organization will use Exchange Server mailboxes, although Exchange Server 2013 also provides various other mailbox options that can be configured.<\/p>\n

Types of Exchange Server Recipients<\/strong>
\nExchange Server recipients are any objects within thethe Active Directory Domain Services (AD DS)\u00a0forest that have been configured with an email\u00a0address. When AD DS objects are configured
\nwith an email address, they appear in the Global\u00a0Address List (GAL). Exchange Server 2013 supports\u00a0the following recipient types:
\n\u2022 User mailboxes. A mailbox that you assign\u00a0to an individual user in your Exchange Server
\norganization. This is the most common type\u00a0of recipient in Exchange Server 2013.
\n\u2022 Mail contacts. Contacts that contain\u00a0information about people or organizations that exist outside an Exchange Server organization and\u00a0that have an external email address. Exchange Server routes all messages sent to the mail contact to
\nthis external e-mail address.
\n\u2022 Mail users. Users who have an AD DS user account but have an external email address. All messages\u00a0sent to the mail user are routed to this external email address. A mail user is similar to a mail contact,\u00a0except that a mail user has an AD DS user account with a security identifier (SID). This allows the user\u00a0account to access resources in the AD DS environment.
\n\u2022 Resource mailboxes (room mailboxes and equipment mailboxes). A resource mailbox is configured for\u00a0objects such as meeting rooms, or resources such as a projector. You can include resource mailboxes\u00a0as resources in meeting requests, which provides a simple and efficient way of scheduling resource\u00a0usage.
\n\u2022 Shared mailboxes. A mailbox that is used by multiple users rather than one primary user.
\nOrganizations often use shared mailboxes to provide services such as sales, help desk, or general\u00a0information requests.
\n\u2022 Mail-enabled security and distribution groups. You can use a mail-enabled AD DS security group\u00a0object to grant access permissions to AD DS resources, and you also can use it to distribute messages.\u00a0You can use a mail-enabled AD DS distribution group object to distribute messages to a group of\u00a0recipients.
\n\u2022 Dynamic distribution groups. A distribution group that uses a Lightweight Directory Access Protocol\u00a0(LDAP) query with recipient filters and conditions to derive its membership at the time messages are\u00a0sent.
\n\u2022 Linked mailboxes. Regular mailboxes that are associated with individual users in a separate, trusted\u00a0forest. When you create a linked mailbox, a disabled user account is created in the Exchange\u00a0organization, and a user account from a trusted forest is given access to the mailbox.
\n\u2022 Remote mailboxes. Mailboxes that are located in the Exchange Online environment. In a hybrid\u00a0Exchange Server 2013 deployment, you can create and manage remote mailboxes in the Exchange\u00a0Online environment by using the Exchange Administration Center (EAC).
\n\u2022 Site mailboxes. Mailboxes that include both an Exchange Server mailbox and a Microsoft SharePoint site. With site mailboxes, messages are stored in the mailbox, whereas documents are stored on the\u00a0SharePoint site.
\nManaging Mailboxes<\/strong><\/p>\n

Creating Mailboxes<\/em><\/span>
\n\u2022 Most mailboxes in an Exchange Server\u00a0organization are regular mailboxes associated
\nwith a user account in the AD DS forest. You\u00a0can create these mailboxes using the EAC or
\nusing the Exchange Management Shell. When\u00a0creating a mailbox, you have the following
\noptions: You can associate the mailbox with\u00a0an existing AD DS user account, or you can
\ncreate a new AD DS account when you create\u00a0the mailbox. To create a new mailbox and
\nuser account in the Exchange Management Shell, use the New-Mailbox cmdlet. To configure an
\nexisting user account with a mailbox, use the Enable-Mailbox cmdlet.<\/p>\n

\"Creating<\/a>
\n\u2022 You can choose a specific mailbox database for the mailbox, or accept the default, which means that\u00a0Exchange will assign the mailbox to any mailbox database in the same AD DS site.
\n\u2022 You can assign an address book view to the mailbox.<\/p>\n

If you create or enable the user mailbox using the Exchange Management Shell, you can assign other\u00a0attributes to the mailbox.<\/p>\n

What Are Resource Mailboxes?<\/strong>
\nResource mailboxes are specific types of\u00a0mailboxes that you can use to represent meeting
\nrooms or shared equipment, and you can include them as resources in meeting requests. The AD DS user account that is associated with a resource mailbox is disabled. You can create two different types of resource mailboxes in Exchange Server 2013:<\/p>\n

\"What<\/a>\u2022 Room mailboxes. Resource mailboxes that you can assign to meeting locations, such as
\nconference rooms, auditoriums, and training rooms.
\n\u2022 Equipment mailboxes. Resource mailboxes that you can assign to resources that are not locationspecific, such as portable computer projectors, microphones, or company cars.
\nYou can include both types of resource mailboxes as resources in meeting requests, which provides a simple and efficient way for users to book these resources. After creating the resource mailbox, you must configure properties such as location and size. These attributes are useful for enabling users to search for meeting rooms that meet their requirements.
\nConfiguring Resource Booking Settings<\/strong>
\nWhen you configure a resource mailbox, you can also configure settings that determine how the resource mailbox will respond to meeting requests. You can configure resource mailboxes to automatically process incoming meeting requests for all users, or you can restrict who can book the meeting room. You can configure delegates who have to approve all meeting requests, and you can also configure the resource mailbox to accept only certain types of meetings. For example, you can configure a conference room to automatically accept incoming meeting requests but not accept recurring meeting requests.<\/p>\n

What Are Site Mailboxes?<\/strong>
\nOne issue that users face when they work collaboratively is that information can be stored in
\nseveral different locations. Users who are working on the same project might need to exchange
\nemails related to the project, and they might also need to access shared documents stored on file shares or on a SharePoint Server 2013 site. \u00a0Site mailboxes in Exchange Server 2013 provide a more integrated experience for users who need to collaborate. Site mailboxes enable users to access both documents stored on SharePoint 2013 and email stored in an Exchange Server 2013 mailbox using the same client interface.<\/p>\n

\"What<\/a>Understanding How Site Mailboxes Work<\/strong>
\nA site mailbox provides integration between a SharePoint site and an Exchange mailbox. For example, a group of users may be working on a project that requires email communication as well as a document review process. With site mailboxes, users can send and read email messages in the site mailbox. Users can also post documents and review documents on the SharePoint site.
\nThe benefit of site mailboxes is that users can access both types of content from a single interface. Site mailboxes are available in Outlook 2013 and can be used to view both the email messages in the mailbox and the documents stored in SharePoint. The same content can also be accessed directly from the SharePoint site. With site mailboxes, Exchange stores the email, providing users with the same email conversations that they use every day for their own mailboxes. SharePoint stores the documents and provides advanced document management tools such as version control.
\nConfiguring Site Mailboxes<\/strong>
\nSite mailboxes are managed through SharePoint. To implement site mailboxes, you must configure Secure Sockets Layer (SSL) and configure OAuth authorization between the SharePoint 2013 server and the Exchange Server 2013 server.<\/p>\n

Once the integration is configured, administrators or users with delegated permissions can create site mailboxes on the SharePoint server by using the Site Mailbox application. Outlook users can then add the site mailbox to their Outlook 2013 profile.
\nManaging Site Mailboxes with Policies<\/strong>
\nYou can manage site mailboxes using both Exchange Server 2013 policies and SharePoint 2013 policies.
\nIn Exchange, you can configure site mailbox quotas by using the SiteMailboxProvisioningPolicy cmdlets in the Exchange Management Shell. You can configure the maximum size for the site mailbox, and the maximum message size that can be sent to the mailbox.
\nIn SharePoint, you can configure policies for those who can create site mailboxes, and you can configure SharePoint Lifecycle policies to manage the lifecycle of a site mailbox. For example, you can create a lifecycle policy in SharePoint that automatically closes all site mailboxes after six months. When the lifecycle application in SharePoint closes a site mailbox, the site mailbox is retained in SharePoint for a defined period of time. The mailbox can then be reactivated by the mailbox user or by a SharePoint administrator.
\nAfter the retention period, the Exchange site mailbox in the mailbox database will have the prefix MDEL: added to the mailbox name to indicate that it has been marked for deletion. The mailboxes are not automatically removed from Exchange; you must manually remove these site mailboxes.
\nManaging Compliance<\/strong>
\nSite mailboxes can be part of the In-Place eDiscovery scope in SharePoint 2013 when you perform\u00a0keyword searches against user mailboxes or site mailboxes. In addition, you can put a site mailbox on legal hold.
\nNote: For detailed information on how to configure site mailboxes, see the Configure site
\nmailboxes in SharePoint Server 2013 page at http:\/\/go.microsoft.com\/fwlink\/?LinkId=290960.
\nWhat Is a Shared Mailbox?<\/strong>
\nMany organizations need to have multiple\u00a0users access the same mailbox. For example,
\nan organization may provide an email address such as info@adatum.com on a public web site.
\nThe organization may want to have several\u00a0users monitor the mailbox associated with this
\nemail address to ensure prompt replies to potential customers. In previous versions of
\nExchange Server, you could create a mailbox for this purpose, and then give multiple users access to this mailbox.
\nExchange Server 2013 simplifies the process of creating this type of mailbox by providing shared mailboxes. A shared mailbox is a special type of user
\nmailbox in which the user account associated with the mailbox is a disabled account, and other users are granted access to the mailbox. To gain access to the mailbox, users with the required permissions sign into their own mailboxes, and then open the shared mailbox by adding the shared mailbox to their Outlook profile or by accessing the mailbox through Outlook Web App.<\/p>\n

Note: When a user\u2019s Outlook profile is configured in cache mode, all mailboxes to which
\nthe user has Full Access permissions will be downloaded and cached on the local machine. This
\nbehavior can be modified so that only the primary mailboxes and non-mail folders such as the
\nCalendar, Contacts, and Tasks folders for the other mailboxes are cached. You can edit the
\nregistry or use Group Policy Objects to configure this setting.<\/p>\n

For more information, see
\nhttp:\/\/go.microsoft.com\/fwlink\/?LinkId=290961 for details.
\nIn Exchange Server 2013, creating a shared mailbox is a single-step process using the EAC or the Exchange Management Shell. You can create a shared mailbox and grant users Full Access and Send As mailbox permissions when you create the mailbox.
\nWhen you grant a user Full Access permission to the shared mailbox, the delegated user can log on to the mailbox, and view and manage all messages in the mailbox. Granting Full Access permissions does not grant the delegated user the right to send mail as the selected mailbox. To allow a user to send mail from a delegated mailbox, you must also assign Send As permissions. When a user with Send As permissions sends a message from the delegated mailbox, any message sent from the mailbox will appear as if it were sent by the mailbox owner.
\nNote: You also can enable delegated users to access regular mailboxes rather than creating
\nshared mailboxes. When you configure delegate access to a regular mailbox, you also can grant
\na Send on Behalf<\/em> <\/strong>Of permission. This permission allows a delegated user to send messages from the mailbox, but the From: address in any message sent by the delegate shows that the message was sent by the delegate on behalf of the mailbox owner.
\n