Identity Manager 9.1.2 - Administration Guide for Connecting to Microsoft Exchange

Mailbox-enabled recipients can send, receive, and save messages. Microsoft Exchange recognizes several mailbox types. The mailbox types listed below are supported in One Identity Manager.

Table 28: Supported mailbox types
Mailbox type	Description
User mailbox	User mailboxes are assigned to Active Directory user accounts in a Microsoft Exchange organization.
Equipment mailbox	Equipment mailboxes are resource mailboxes used for planning resources, such as computers or laptops. This mailbox type can only be created for disabled user accounts.
Room mailbox	Room mailboxes are resource mailboxes used for planning meeting locations.
Linked mailbox	Linked mailboxes are assigned to Active Directory user accounts in a trusted domain. This makes the Microsoft Exchange organization available within a domain. Active Directory user accounts in a trusted domain without an Exchange structure can obtain a linked mailbox in this Microsoft Exchange organization. This mailbox type can only be created for disabled user accounts.
Shared mailbox	Shared mailboxes are mailboxes that are used by several users. This mailbox type can only be created for disabled user accounts.
Legacy mailbox	Legacy mailboxes are mailboxes from previous versions of Microsoft Exchange. These mailboxes are loaded into One Identity Manager by synchronization and cannot be edited.
Discovery mailbox	As from Microsoft Exchange Server 2013 onwards, a discovery mail, which is used as target mailbox for searches through eDiscovery in Microsoft Exchange, is created by default. These mailboxes are loaded into One Identity Manager by synchronization and cannot be edited.
Linked room mailbox	Linked room mailbox are used for planning meetings, for example, for conference rooms in Skype for Business. This mailbox type can only be created for disabled user accounts.

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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

In the Manager, select the Active Directory > Mailboxes category.
Click in the result list.
On the main data form, enter the main data of the mailbox.
Save the changes.

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

In the Manager, select the Active Directory > User accounts category.
In the result list, select the user account then select the Change main data task.
Select the Create mailbox task.
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.
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.

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Editing main data of Microsoft Exchange mailboxes

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 Click next to the field. Select the table under Table which maps the recipient. Select the recipient under Alternative recipient. 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.

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