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Identity Manager 8.2.1 - Administration Guide for Connecting to Microsoft Exchange

Managing Microsoft Exchange environments Synchronizing a Microsoft Exchange environment
Setting up initial synchronization with Microsoft Exchange Customizing the synchronization configuration Running synchronization Tasks following synchronization Troubleshooting Ignoring data error in synchronization
Basic data for managing a Microsoft Exchange environment Microsoft Exchange structure Microsoft Exchange mailboxes Microsoft Exchange mail users and Microsoft Exchange mail contacts Microsoft Exchange mail-enabled distribution groups Microsoft Exchange dynamic distribution groups Microsoft Exchange mail-enabled public folders Extensions for supporting Exchange hybrid environments Error handling Configuration parameters for managing a Microsoft Exchange environment Default project template for Microsoft Exchange Processing methods of Microsoft Exchange system objects Microsoft Exchange connector settings

Creating Microsoft Exchange mailboxes

You always create mailboxes for Active Directory user accounts. An Active Directory user account can either have a mailbox or a mail user. If a user account already has a mail user, you must delete the mail user before a mailbox can be set up for the user account.

NOTE: Equipment mailboxes, shared mailboxes and linked mailboxes can only be created for disabled user accounts.

NOTE: It is recommended to use account definitions to set up mailboxes for company employees.

  • In order to create mailboxes through account definitions, the employee must have a central user account and obtain the IT operating data through assignment to a primary department, primary location, or a primary cost center.

  • Some of the mailboxes' main data is mapped from employee main data using templates.

To create a mailbox

  1. In the Manager, select the Active Directory > Mailboxes category.

  2. Click in the result list.

  3. On the main data form, enter the main data of the mailbox.

  4. Save the changes.

To create a mailbox for an Active Directory user account, manually

  1. In the Manager, select the Active Directory > User accounts category.

  2. In the result list, select the user account then select the Change main data task.

  3. Select the Create mailbox task.

  4. Enter the following information:

    • Active Directory user account: The user account is already selected.

    • Exchange organization: The Microsoft Exchange organization is already selected. Check the setting.

    • (Optional) Mailbox database: Name of the mailbox database. If empty, Microsoft Exchange decides which mailbox database is used.

    • Alias: Unique alias for further identification of the mailbox.

  5. Save the changes.

NOTE: Names and occurrences of the listed data and tasks can vary depending on which version of the Microsoft Exchange server is implemented and the type of Microsoft Exchange mailbox.

Detailed information about this topic
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Editing main data of Microsoft Exchange mailboxes

To edit a mailbox

  1. In the Manager, select the Active Directory > Mailboxes category.

  2. Select the mailbox in the result list and run the Change main data task.

  3. Edit the mailbox's main data.

  4. Save the changes.

NOTE: Names and occurrences of the listed data and tasks can vary depending on which version of the Microsoft Exchange server is implemented and the type of Microsoft Exchange mailbox.

Detailed information about this topic
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General main data for Microsoft Exchange mailboxes

Enter the following data on the General tab.

Table 29: Mailbox general main data
Property Description

Employee

Employee using the mailbox. An employee is already entered if the mailbox was generated by an account definition. If you create the mailbox manually, you can select an employee in the menu.

No link to an employee required

Specifies whether the mailbox is intentionally not assigned an employee. The value is determined from the linked user account.

Not linked to an employee

Indicates why the No link to an employee required option is enabled for this mailbox. The value is determined from the linked user account. Possible values:

  • By administrator: The option was set manually by the administrator.

  • By attestation: The user account was attested.

  • By exclusion criterion: The user account is not associated with an employee due to an exclusion criterion. For example, the user account is included in the exclude list for automatic employee assignment (configuration parameter PersonExcludeList).

Account definition

Account definition through which the mailbox was created.

Use the account definition to automatically populate mailbox main data and to specify a manage level for the mailbox. One Identity Manager finds the IT operating data of the assigned employee and uses it to populate the corresponding fields in the mailbox.

NOTE: The account definition cannot be changed once the mailbox has been saved.

Manage level

Manage level with which the mailbox is created. Select a manage level from the menu. You can only specify the manage level can if you have also entered an account definition. All manage levels of the selected account definition are available in the menu.

Active Directory user account

Active Directory user account that uses this mailbox.

Linked mailbox

External Active Directory user account that has access to the Exchange organization through this mailbox. A linked mailbox is only permitted for mailboxes with the linked mailbox mailbox type. The linked mailbox itself is disabled. Disabling in Active Directory is done by the One Identity Manager Service. After the next synchronization, the linked mailbox is also disabled in the One Identity Manager database.

Exchange organization

Name of the Microsoft Exchange organization.

Canonical name

Mailbox's canonical name. The canonical name is generated automatically.

Mailbox type

Type of mailbox. Available mailbox types are: User, Room, Equipment, Linked, Legacy, Shared, Discovery, and Linked room.

Alias

Unique alias for further identification of the mailbox.

Mailbox database

Name of the mailbox database. Mailbox data is stored in the mailbox database (messages received, attachments, folders, documents). The mailbox database for user mailboxes is determined from the current IT operating data for the assigned employee depending on the mailbox manage level.

This data is optional. If empty, Microsoft Exchange automatically decides which mailbox database to use.

Automatically update based on recipient policy

Specifies whether changes to recipient's email addresses are automatically updated based on recipient policies.

Proxy addresses

Email addresses for the mailbox. You can also add other mail connectors (for example, CCMail, MS) in addition to the standard address type (SMTP, X400).

Use the following syntax to set up other proxy addresses:

Address type: new email address

Sender authentication required

Specifies whether authentication data is requested from senders. Set this option to prevent anonymous senders mailing to the mailbox.

Max. number of recipients

Maximum number of recipients to which the mailbox user can send messages. If there is no limit, the global setting for Microsoft Exchange organization message delivery in the Microsoft Exchange System Manager.

Send and forward

Specifies whether to send and forward messages. Set this option to send messages to alternative recipients and mailbox owners.

Alternative recipient

Alternative recipient to which messages from this mailbox are forwarded. You can either enter an alternative recipient, a recipient group or a receive folder.

To specify an alternative recipient

  1. Click next to the field.

  2. Select the table under Table which maps the recipient.

  3. Select the recipient under Alternative recipient.

  4. Click OK.

Simple display name

Simple display name for systems that cannot interpret all the characters of normal display names.

Folder policy

Mailbox policy for folder administration.

Role assignment policy

Role assignment policy which applies for this mailbox.

Sharing policy

Sharing policy which applies for this mailbox.

Outlook Web App mailbox policy

Outlook Web App mailbox policy, which applies to this mailbox.

Address book policy

Address book policy to apply to this mailbox.

Mailbox is locked

Specifies whether the mail box is locked.

Do not display in address list

Specifies whether the mailbox is visible in address books. Enable this option if you want to prevent the mailbox from being displayed in address books. This option applies to all address books.

Distinguished name

Active Directory user account's distinguished name.

Distinguished Exchange name

Mailbox's distinguished name.

Related topics

Calendar settings for Microsoft Exchange mailboxes

You can enable the Calendar Attendant to automatically update changes to meeting data, such as meeting times or responses from attendees in the calendar.

Enter the following data on the Calendar tab.

Table 30: Mailbox calendar settings
Property Description

Enable Calendar Attendant

Specifies whether the Calendar Attendant is enabled for mailboxes. Other settings become available once the Calendar Attendant is enabled.

Permitted values are:

  • Calender Attendant not enabled: The calendar attendant is not activated.

  • Calender Attendant enabled: The calendar attendant is activated.

  • Resource booking attendant enabled: The resource booking attendant is automatically enabled for mailboxes of type Room.

New meeting requests are marked with the status "tentative".

Specifies whether meeting requests are automatically entered in the calendar with the Tentative status.

Permit meeting requests from external senders

Specifies whether meeting requests from external senders are entered in the calendar.

Delete expired meeting requests

Specifies whether to automatically delete old meeting requests from the calendar.

Delete expired meeting requests

Specifies whether to automatically delete messages to other attendees about forwarded meetings. These messages are moved to the Deleted items folder.

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